Cheques should be made out to ‘The University of British Columbia’ and must be presented for deposit less than 6 months from the date of issue.
SIGN UP for password-protected secure access to FMIS-Online, if you have not done so already.
FILL OUT on-line Cash Receipt deposit slip (Canadian or US currency only) using FMIS-Online. (Alternatively, fill out paper copy set of Canadian or US Cash Receipt form.*) Write the speed chart and the Cash Receipt number on the back of the cheque. If the cheque is new funding for which a PG account has not yet been established please send the cheque and all back up correspondence (Sponsor award letter, etc.) to Research Services. The cheque will be deposited to the University holding account and when the new PG account is established Research Services will credit the revenue to the new account.
RETAIN A COPY FOR YOUR FILES: Print a copy of the Cash Receipt for your own records. Also retain a photocopy of the cheque.
SEND A COPY TO FINANCE WITH THE CHEQUE FOR DEPOSIT: Print a copy of the Cash Receipt and seal it along with the cheque(s) in plastic HSBC Bank security deposit bag*. Take the security deposit bag to Financial Services (3rd Floor, GSAB) and put it in the slot of the deposit safe (behind counter), or you can deposit the security bag directly at HSBC Bank on your own.
WHEN TO SEND A COPY TO RESEARCH SERVICES/INDUSTRY LIAISON: If this is a first payment for a new account OR requires a budget increase, print out a copy of the Cash Receipt for Research Services or Industry Liaison (along with a photocopy of the cheque). Also include, as appropriate, any related backup correspondence from the funding agency, a UBC Grant Information Form, or other explanatory information. Retain a photocopy of the correspondence for your records. If the funding is a grant, send the Cash Receipt copy, cheque copy and backup documentation to Research Services; if the funding is an agreement or contract send to Industry Liaison; if you’re not sure send to Research Services. Note their new location: 6190 Agronomy Road—Suite 102 for Research Services; Suite 103 for Industry Liaison. If you do not provide this information to Research Services/Industry Liaison there may be delays in crediting new accounts and budget increases.
IF IT’S A DONATION, fill out a Donation Remittance form* instead of a Cash Receipt. Write the speed chart and Donation Remittance form number on the back of the cheque. Send the cheque to the Advancement Services/Development Office (6253 NW Marine Drive), instead of Financial Services/HSBC Bank. Retain a copy and send copies and backup documentation to ORS as above.
IF YOUR DEPOSIT IS IN A CURRENCY OTHER THAN CANADIAN OR US $, use a paper copy set of the Canadian Cash Receipt form*. Cross out ‘Canadian’ and write in the type of currency being deposited. Submit the Cash Receipt and cheque to Research and Trust Accounting (RTA) instead of depositing it to HSBC Bank.
*Paper copy sets of Cash Receipt and Donation Remittance Forms, and plastic HSBC Bank security deposit bags are all available without charge at the University Central Supplies counter in the UBC Bookstore.