Resources for AHS General Associates

finance

Welcome, General Associates, to this hub of information about UCalgary systems and processes.  We hope that it will make it easier for you to find the essentials needed to support your team’s work with UCalgary. If you don’t find what you need, there is contact information for additional assistance at the bottom of the page.

Onboarding


Checklist

This is the link to your onboarding requirements. We’ve created a handy checklist you can print off as you work through all the steps on the webpage.

Download checklist

Purchasing/Accounts Payable


Selecting the Correct Method of Purchasing

This quick reference guide will help you find and select the right payment method or vendor for supplies.

Form

Payment Selector Tool Overview

The Payment Selector Tool guides users to select the appropriate PeopleSoft module for processing financial transactions. This tool is designed to improve payment compliance.

Overview

eProcurement Overview

This document details the advantages of using the eProcurement system, provides you with an overview of procurement in general, and then looks at eProcurement in more detail.

Overview

Application for PCard

UCalgary's Purchasing Card (PCard) program streamlines the procurement process for acquiring low dollar (under $5,000) purchases of supplies, materials, and services. Use of the PCard for these types of purchases eliminates the necessity of generating Purchase Orders and can reduce the associated time and administrative costs.  Staff may also have T&E Cards to use for travel expenses. PCards should not be used for these types of expenses.

Application

eProcurement training

PeopleSoft eProcurement (ePro) is designed to make it easier for a casual user to requisition items.

Training Module

Expense Delegation

 If you need to process UCalgary expenses for any clinicians in your department, clinicians can either:

  1. add you as a reconciler for their PCard or T&E Card with a Corporate Card Maintenance Request Form, or
  2. they can add you as an Expense delegate in PeopleSoft (view the Expense FAQ for instructions – Page 3).

Accounts Receivable


Invoice Request Form

This document allows users to submit a request for an invoice to be created by Accounts Receivable.

Form

Research Project Maintenance


Get added to research projects in eFin

This document allows users to gain access to projects in eFIN.

Guide

Delegate Access

Project Holders may delegate access online through the My UCalgary Portal.

Guide

eFin Orientation and Training

eFin allows Administrators to monitor the financial health of research projects.

 

Training

Journal Transfer Request Form (non-salary)

Use this form to request the correction of posted revenue or expense transactions (excluding salary/benefits), or a transfer of funds.

  • Fund Definitions and Transfer Rules To use in conjunction with transfer forms to determine allowable transfers. Also, identifies the type of fund code of projects and if projects are internally or externally restricted.

Form

Salary Correction Form

Salary Correction Form Use this form to request the correction of Salary and Benefit expenses.  

  • Fund Definitions and Transfer Rules To use in conjunction with transfer forms to determine allowable transfers. Also, identifies the type of fund code of projects and if projects are internally or externally restricted.

 

General Ledger Accounts

The list of General Ledger accounts contains the accounts most commonly used by PeopleSoft users and can assist with paying and creating invoices and expenses, as well as journal requests.

View List

Financial Management


Finance FAQs

UCalgary Finance FAQs

Resource how to manage spending of projects

This document provides guidance on how to determine where to charge expenses, when multiple research projects are potential options.

Expense Workflow

Need something else?

All Finance Resources or utilize contacts below.

PGME Information


Office

The Postgraduate Medical Education Office oversees the residency and fellowships programs at the University. If you are the senior Department Administrator or Residency/Fellowship Program Coordinator, you will likely interact with them when it comes to providing training to residents and fellows.  You can contact them for an orientation regarding this relationship.

Onboarding Coordinators


Onboarding Clinician Academics

Here is an overview over of onboarding for Clinician Academics.

Checklist

Onboarding Coordinators

You can request an overview of the onboarding process and see the onboarding checklists via this website.

HR/Onboarding Coordinators

Offboarding

To terminate a General Associate prior to the end of their two year contract, refer to this job aid:
https://www.ucalgary.ca/hr/hiring-managing/employment-changes/termination-and-offboarding/general-associates

and this reference for additional offboarding requirements
https://www.ucalgary.ca/hr/work-compensation/working-ucalgary/leaving-ucalgary/academic-staff

Contact us


Business Operations Team

Elizabeth Burchfield

Services: Financial transaction queries, deposits, research project assistance, general associate (AHS) onboarding

UServices

403-210-9300
finance@ucalgary.ca or walk-in

Services: Walk-in assistance or remote session

Accounts Receivable

finance@ucalgary.ca

Services: Creation of Invoices (form linked above)

Office of Associate Dean of Research

medoadr@ucalgary.ca

Services: New research project set up requests & signature for Dean of Research