Finance and Payroll FAQs

Once hours are coded on an employee’s timesheet, they cannot be denied. If there is a discrepancy, discuss it with your employee and request that they adjust their timesheet. For audit purposes, managers must acknowledge any unapproved time worked by employees from the Task List under the “Acknowledge Previously Paid Time” section.

Timesheet entries must be entered by the employee or designated timekeeper of the department.  When timesheets lock for campus they also lock for UService. Hours can only be entered or adjusted once the payroll process is completed and timesheets are unlocked.

Please send an email request to payrolluc@ucalgary.ca and put ROE request in the subject line.

Wellness Spending Account (WSA) claims are reported monthly, and the appropriate tax deductions are applied to your pay as claims are processed. As a taxable benefit, WSA claims are subject to CPP, EI, and income tax in the reporting period. These deductions will directly affect your net pay.

A cash advance is for UofC business travel expenses only, and cannot be used for non-travel expenses, honoraria, research subject fee payments (in cash or gift cards), or research and scholarship travel fund expenses. 

UCalgary used EverythingCard to allow researchers to purchase online codes for subject fees to be distributed to their research subjects as a token of appreciation for their time and effort in participating in a study. 

All current Researchers/Project Holders of externally and internally restricted projects in Funds 11, 12, 18, 19, 60, and 70 are expected to complete the certificate annually by the end of November each year. New Researchers/Project Holders of externally funded projects are expected to complete this certificate as part of their orientation process.

The University administers large volumes of funds for projects. Over-Commitments and Over-Expenditures may result in the potential loss of University funds, increased administrative effort to resolve issues, and increased risk of non-compliance and ineligibility with Sponsor funding requirements

The purpose for this procedure is to outline: a) the process by which Project Holders obtain approval of Over-Commitments and Over-Expenditures in projects; b) project management details; c) the role of Research Accounting in monitoring Over-Expenditures and Over-Commitments

Cash advances are issued to employees, when the employee is traveling on UCalgary business and:
• is traveling to location(s) where only cash transactions are possible.
• is traveling to location(s) where the T&E Card (VISA) is not an acceptable means of payment.
• is traveling in an emergency situation.
For more information see Section 2 of the Travel & Expense Reimbursement Handbook.

Clinical Trial/Clinical Research projects have a separate invoicing process through Calgary Centre for Clinical Research (CCCR) and OnCore. Questions related to clinical trial invoicing should be directed to CCCRinvoicing@ucalgary.ca

List the information/details users will need to fill out a Project Invoice eForm in PeopleSoft.

To create an invoice for operations through PeopleSoft Express Billing