Financial Services

Financial Services

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Welcome to Financial Services

Financial Services provides excellence in client service and compliance through our unwavering commitment to our staff, our understanding of university operations, and a continued focus on process improvement.


Important Notices

December 2020 - Final Payment Run

For calendar year 2020, Financial Services will be making the final payment run (for non-payroll payments) on Thursday, December 24, 2020.  The next payment run will be completed on Tuesday, January 5, 2021.

All Vendor Invoices and/or Payment Request forms must be submitted and approved in acQuire by Monday, November 30, 2020 to ensure they will be processed for payment in December. 

All paper Travel/Expense Reimbursements must be approved and submitted to Financial Services by Monday, November 30, 2020 to ensure they will be processed for payment in December. 

In order for ERS claims to be paid in December, please ensure all required information is attached, and claims are approved in the system by Friday, December 11, 2020 in order to allow sufficient time for processing.

All Spreadsheet Voucher Uploads must be submitted and approved in acQuire by Friday, December 4, 2020 in order to be processed prior to calendar year end. 

Any Exceptional Rush Payment requests (to be processed in December) must be received by Accounts Payable by Noon on Friday, December 18, 2020 to be included in the Thursday, December 24, 2020 payment run.  Please be reminded that exceptional rush payment requests are subject to a fee of $200 per occurrence. 

For more details, please refer to the Policies & Procedures tab on the Financial Services website, and/or to the acQuire webpage.

Kind Regards, 

Queen's Financial Services

This is to officially inform you that ePly is now LIVE!

ePly is an online event registration software, and is the perfect tool for Queen’s business units to accept registrations for one-time/annual events and conferences. 

It is equally effective whether you are hosting a free event, or a paid event for which you would like to accept credit card payments.

Some of the benefits of this new solution are:

  • fast, easy set-up for events
  • can be used to send invitations and emails to potential and existing attendees
  • real-time push notifications to update or send reminders to attendees
  • robust reporting available to event administrators
  • excellent Customer Support is available, and training videos are available at any time
  • Great User Experience – quick and easy to use, with no long/painful account setup
  • Paid events have lower administration costs for collecting credit card payments than previously available solutions
  • multiple ticket pricing options can be set up if desired (ex. early birds, VIPs, discounts, and promotions)
  • safe and secure for credit card acceptance and is fully PCI Compliant
  • is absolutely FREE to use for free (non-paid) events!

To determine if ePly is right for you and to learn more about the solution, click here.

If you have any questions or would like to discuss ePly and its possible use, please contact the PCI Coordinator at PCICoordinator@queensu.ca.

Kind Regards,

Financial Services

NEW OFFICE HOURS

Effective August 31, 2020 we will open Monday to Friday 8:00 am – 1:00pm

We are expanding our business hours to accommodate the students and employees who will be working on campus. These hours are for the 3rd floor of Rideau Building, 207 Stuart Street only.

Paycycles will still be running as scheduled on Tuesdays and Thursdays and cheques will still only be printed on Tuesdays only.

Thanks

Financial Services

 

Travel Cancellations

In response to recent developments regarding COVID-19, individuals may have need to cancel travel plans as a result of a various considerations such as cancelled conferences, travel advisories, or due to health or other concerns. 

Up to date information on the Coronavirus COVID-19, including travel related information, can be found on the University’s Coronavirus COVID-19 Information website

Tri-agency messaging regarding travel cancellations due to COVID-19 related issues can be found on the Office of the Vice Principal (Research) website.

Costs incurred related to cancelled travel plans will be reimbursed and should be submitted through an expense claim. Claims must include the following information: 

  1. The reason for cancellation (note in the comments section of the expense claim request).
  2. Documentation showing that the cost was non-refundable.

Where credits towards future travel costs have been issued, individuals are expected to ensure they are applied, to the fullest extent possible, to the cost of future Queen’s travel.

Outstanding, unspent travel advances related to cancelled trips must be repaid, and the advance accounted for in full,  as soon as the trip is cancelled.

If you have any questions or concerns on any of the above, please contact Financial Services at expenses@queensu.ca, or by phone at (613)533-2050.

Kind Regards,

Financial Services

 

Important Information Regarding Research Signing Authority Forms

As you may know, before a research project can be established, a completed Signing Authority & Research Reports Access – Research Funds form must be submitted through the TRAQ system.  This form must be signed by the Principal Investigator, and may also be used to assign various roles to authorized delegates.

This is a friendly reminder that any changes to roles assigned for an existing research project, including the addition or removal of roles, should also be addressed by submitting a completed form.  For example, if an authorized delegate has changed positions or left the University, a form should be submitted documenting these details and should be sent to finance.security@queensu.ca

This will help ensure that only individuals who are authorized by the Principal Investigator, have access to the research project.

Kind regards,

Research Accounting

 

Information for Reimbursing Expenses incurred by employees working remotely during COVID-19

http://www.queensu.ca/humanresources/news/information-reimbursing-expenses-incurred-employees-working-remotely-during-covid-19

PROCEDURES FOR SUBMITTING PAPER CLAIMS BY EMAIL

Due to many staff of the University working from home we would like to ask that the following procedures for submitting paper claims by e-mail be followed. We are doing our best to adapt to this new situation and will continue to do so.

Thank you for your understanding.

 

New Expense Reimbursement Form for non-ERS claims

On April 30th, a new form will be added to the Financial Services website to be used for all expense reimbursement claims (travel or non-travel) that cannot be processed through the ERS.  A new Travel Advance Request form will be added to the site as well, at the same time.  These forms are to be used to process all non-ERS claims from May 1, 2020 onward.  This is to coincide with the removal of the Cheque Requisition Form and the current Travel/Advance form, which have both been used for non-ERS claims previously. 

For any questions you may have on this matter, please contact expenses@queensu.ca.

Kind Regards,

Financial Services

 

Year End Communications & Reporting Schedule - 2020

The Year End Communications and Reporting Schedule for the year end April 30, 2020 have been updated. We ask that all business officers review this information at your earliest convenience, found here.

 

Deposit Form Revisions

Effective January 24, 2020, a newly revised Deposit Transmittal Form was posted to the Forms tab on the Financial Services website.  The changes made to the form are intended to reduce coding issues, and to provide clearer direction on the deposit process, which will reduce processing time and therefore be beneficial for all parties involved on the go-forward.

Clarification is also provided regarding cheque payees, to highlight that all cheques to be deposited MUST be made payable to “Queen's University” or “Queen's University at Kingston”. Cheques that contain any other variation on the ‘Payable to’ line will be returned to the department, as we will not be able to process the deposit with the bank.

Queen’s staff that process cash or cheque deposits are required to use the newly updated form for all deposits processed from this point forward, and discard any saved copies of the previous form. 

For more details, please refer to the ‘Cheque Deposits’ information on the Policies & Procedures tab on the Financial Services website.

Kind Regards,

Financial Services


Effective January 1, 2020 New Taxable Benefit Reporting for Employee


Have you Recently Changed your Job (Role) on Campus? Do you Know What Forms you Need to Submit?

Find out which Financial Forms you may need to submit to ensure the proper access required to perform your new duties. 


Service Provider: Employee or Independent Contractor

Determine if your Service Provider is an Employee or an Independent Contractor


Adding or Updating Your Payroll Banking Information

For employees who need to add or update their banking information while the MYHR Self-Service is limited to read only, please follow the instructions below:

2.    Attach a void cheque or a deposit authorization slip issued by your Financial Institution
3.    Submit the completed paperwork to Payroll Services (Rideau Building, 3rd Floor, 207 Stuart Street)
 

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If you have any questions or comments, or if you encounter a broken link, please contact us at finance.webmaster@queensu.ca