Forms and Resources

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Banking

Forms and Resources Last Updated
Description
Direct Deposit/Incoming Wire Transfer
                                    
  Banking information for setting up Direct Deposit / Electronic Funds Transfer (EFT), and Wire Transfer.
Bank Deposit Procedure   Bank deposit preparation checklist to assist you with the completion of your deposit slip and packaging the contents of the deposit.
Misdirected Items   If you have received cheque or other banking related documentation that does not belong to your responsibility centre(s), please send it to Finance: Attention to Banking via inter-campus mail.
Departmental Deposits/Petty Cash Reimbursements
  Please contact us for departmental deposit or petty cash reimbursement.

Budget

Forms and Resources Last Updated Description
Budget and Financial Plan    
Budget Transfer    
Budget Review Committee    
Saving for Future Projects Request Form
Aug 8, 2017  
Hyperion Planning - Security Access Form Nov 10, 2016  
Internal Information
(Login Required)


Key Dates Communications
Consultations
Guidelines
Guiding Principles
Hyperion Planning
Budget Workshop Materials & Videos
Saving for Future Projects
University Priority Fund (UPF)/University-wide Strategic Initiatives

   

Financial Reporting

Forms and Resources Last updated Description
2017 Community Fiscal Year End Schedule   Jan 19, 2017
 
 Journal Spreadsheet Oct 18, 2016

This update includes:

 

  • fix to the "whitespace" error
  • printing issue fixed
  • separate CDN and USD amount column

 

Spreadsheet Journal Guide & Training Oct 1, 2016 Online Knowledge Centre
Setting Up the General Purpose Terminal Server Oct 1, 2016 This is for MAC users who need a windows environment to run the spreadsheet journal
 Journal Voucher (USD)
Oct 4, 2016 Journal voucher form for US dollar transactions
 Journal Voucher (CAD) Oct 4, 2016 Journal voucher form
Fast FAQ Oct 1, 2016 Online Knowledge Centre
Fast User Guide Oct 1, 2016 Online Knowledge Centre
FAST Security Review Tips Oct 1, 2016 Online Knowledge Centre
Capital Project Agreement Instructions
  Guide to completing the Capital Project Business Case and Agreement form
Capital Project Agreement   Capital project business case and agreement template
Capital Project Agreement Amendment   Capital project business case and agreement amendment template
Fund 11 Project Request Form Jul 14, 2017 Fund 11 project setup form
Fund 13 Conference Project Request Form   Conference project setup form
Fund 21 Specific Purpose Project Request Form   Specific purpose project setup form
2017/18 Month End Schedule   Schedule of month end close dates
Petty Cash JV 
Nov 2, 2016 Revised to accommodate Oct  18/16 SSJ
 Petty Cash Reimbursement Procedures
Oct 1, 2016 Petty cash procedures
 Petty Cash Reimbursement Form Oct 1, 2016 Petty cash reimbursement form
 Petty Cash Custodian Oct 1, 2016 To make changes to Custodian  or Cash Float amount
 Deposit Summary Nov 24, 2016

Summary banking form for deposits

This update include:

  • Fix the error in one of the formulas
Endowment Program    
Department Request Form July 7, 2017 Department Governance

Online Knowledge Centre

Payment Services

Forms and Resources Last Updated Description

Goods and Services
Vendor/Supplier Payments

Payment Guidelines   Information on Departmental Responsibility  and Delegation of Authority
Vendor Registration Instructions Oct 1, 2016  
Vendor Registration Form Oct 24, 2016  
Payment Requisition
Oct 25, 2016 Onetime Payment Department Requests
Payment Requisition Instructions Oct 1, 2016 How to use Payment Requisition Form
Electronic Funds Transfer
  Direct Deposit (EFT application form) -  Canadian Vendor/Suppliers only
Go to Signing Authority Management drop down tab below - Financial Signing Authority Request Form
Oct 1, 2016 To delegate spending authority
Accounts Payable   Vendor/Supplier Payment Processing
Independent Contractor
Agreement/Agreements
for Services
  Employee vs Independent Contractor
Conflict of Interest   https://www.sfu.ca/policies/gazette/general/gp37.html

Tax Compliance

Non Resident Withholding Tax - Regulation 105
  Information about Non Resident Withholding and Compliance
HST Information   Harmonized Sales Tax Information
PST Information   BC Provincial Sales Tax Information
GST Information   Goods and Services Tax Information

Employee Travel & Expense - Online Claims

TEX (Online Travel & Expense)   Oct 1, 2016 Online Knowledge Centre
Travel and Expenses FAQ Oct 1, 2016 Online Knowledge Centre
Create an Expense Report

Nov 24, 2016 Quick Reference Guide
Create a Cash Advance Report Nov 24, 2016 Quick Reference Guides
Procedure for the Business and
Travel Expense Policy
  Business Travel Expense Policy and Procedures
Petty Cash Custodian   To make changes to Custodian  or Cash Float amount
Petty Cash Reimburse   Used by department to replenish petty cash.
Travel Claim Non-employee March 2, 2017 Travel Expense Claim form for Non-Employees
Lost Receipt Declaration   To be completed when travel receipts are misplaced

Payroll

Forms and Resources
Last Updated Description
Payroll Schedule Oct 1, 2016 Information on Payroll Calendar and Year End processing deadlines
Time Keeper User Guide May 23, 2017 This guide shows how the timesheet module allows online entry of time worked during the current pay period and entry of prior pay period adjustments
Access T4/T4A/paystub   Instructions on how to retrieve Paystub and Tax Documents
Accept T4/T4A Online   Instructions on how to “accept” online Tax Documents
Configuring Your Web
Browser to Allow Pop-up
Windows
  To enable viewing of T4/T4A if your pop up blocker is turned on
HAP Access form Department Nov 2, 2016 To request new/change access to HAP – Department use only
TSSU Request for Continued Benefit Coverage Apr 19, 2017 To maintain benefit coverage for 1 or 2 semesters following end of TSSU Appointment
Personal Data Form Oct 3, 2016 Must be completed in full by all new employees. To request changes to personal information such Banking information.
Request for Information Oct 1, 2016 This form is used to request an Income Verification Letter, Immigration Letter, Record of Employment, and Copy of T4 / T4A
Request for Manual Cheque Oct 1, 2016 To be completed by department if an off cycle cheque is required

CRA Forms

TD1 BC Tax Credit May 23, 2017 Must be completed to ensure correct tax rate is applied to taxable income. Payroll will default to basic exemption if not completed
TD1 Federal Tax Credit May 23, 2017 Must be completed to ensure correct tax rate is applied to taxable income. Payroll will default to basic exemption if not completed.
TD1 Wrksht Federal
Tax Credit
May 23, 2017 To assist in calculation of Federal Tax Credit
TD1 Wrksht BC Personal
Tax Credit
  To assist in calculation of TD1 BC Tax Credit
CPT30 Elect to Stop
Contributing
May 23, 2017 Person’s turning 65 must complete this form if they wish to stop contributing CPP.

Payroll Payment Forms

 Additional Pay Form - Guide Dec 21, 2016 How to complete Additional Pay Form
 Additional Pay Form (CUPE APSA APEX POLY) Oct 1, 2016 To be completed by department to process Additional Pay for members of APSA/APEX/CUPE/POLY
 Additional Pay Form (SFUFA) Dec 21, 2016

To be completed by department to process Additional Pay for members of SFUFA.

  • Update Includes:
    Fix to the "print buttom" not responding.
  • Some other minor edits.
Sessional Instructor Jan 25, 2017 To be completed by department to process Sessional Instructor Appointment
Overload Teaching Contract Nov 2, 2016 New and Revised form to be completed by department to process Overload Teaching Contract as per Article 39 of the SFUFA Collective Agreement
Payroll Appointment Form - Guide Oct 3, 2016 How to complete Payroll Appointment Form
Teaching Appointment Form   To be completed by department to appoint Teaching Assistant
 Non Resident Employees Checklist Dec 22, 2016 To be completed by all foreign nationals
Payroll Appointment Form Feb 8, 2017 To be completed by department to process other non-continuing temporary payroll appointments for example; Research Assistants, Post Doctorate Fellows and Recreation Service Staff.

Planning & Analysis

Forms and Resources Last Updated Description
Strategic Opportunity Assessment       
  Establishes the strategic context of an identified opportunity, makes a high-level case for change, and provides stakeholders with an early indication of potential options.
University Planning
Framework
  Describes how SFU’s strategic vision is to be achieved and supported through the contributions of other institutional plans and planning processes.
SFU's Annual Strategic Review     Assesses university performance against specific objectives articulated for each core element of SFU’s strategic vision: engaging students, engaging research, engaging communities, and leveraging institutional strength.

Procurement

Forms and Resources
Last Updated Description
Purchase Requisitions  

The majority of purchases at SFU require a purchase requisition. If you are unsure whether or not you need to complete a purchase requisition, please see How To...

To create a purchase requisition, you must access the Purchasing Center by logging into FINS using your staff ID. Through the Purchasing Center, you will be able to set yourself up as a requester, add and manage requisitions, view purchase orders, and receive goods (if required to do so upon receipt of your purchase.)

If you need help completing the purchase requisition form, please view the PDF Guide.

NOTE: To use FINS, you will need to allow popups in your browser from https://fins.sfu.ca/

Short Form Service Agreement (SFSA)  

The Short-Form Service Agreement (SFSA) is for purchases of less than $10K (CDN, incl. all freight and taxes). There are a number of restrictions on using a SFSA, including that no computers or capital assets may be purchased using it.

NOTE: The SFSA replaces the Independent Contractor Agreement. For agreements over 10k, please contact your Procurement Officer.

Before using a SFSA, please review Making a Direct Purchase

CCards

Application

Change Request

Oct 1, 2016

Commerical Cards (CCards) are Scotiabank cards assigned to a member of a SFU department or faculty and are designed to provide a convenient and simplified solution for low-value transactions. There are two forms: one to request a new card, and one for changes to existing cards.

See the CCard overview for full details.

Business & Travel Expenses  

Business & Travel Expenses are submitted through the Purchasing Center (accessed by logging into FINS of mySFU using your staff ID).

For full instructions on submitting business & travel expenses, please click here

NOTE: To use FINS, you will need to allow popups in your browser from https://fins.sfu.ca

Vendor registration form

Instructions

Registration Form

 

This form is required to register any new vendor doing business with the University and record any changes to existing vendor data.

NOTE: Submission of this form is not a contract, nor is it a promise of a contract between Simon Fraser University and any third party.

Sole-Source Agreement   Sole-source purchases are restricted by a number of exclusions and exceptions and this form should only be used if the sole-source requirement does not fall within the standard policy and guidelines for Purchasing (per Policy AD 11.01). For more details and full instructions, please review the Sole Source Guidelines PDF.
Electronic Funds Transfer   Direct Deposit (EFT application form) - Canadian Vendor/Suppliers only
Object Code and Category Mapping Oct 1, 2016 The Object Code and Category Mapping spreadsheet lists all Procurement FINS Category Codes and their associated Object Codes.
Surplus Asset Disposal Form May 16, 2017 This form is required to register assets for disposal.

Research Accounting

Forms and Resources Last Updated Description
                                              
Managing Research Funds
  A guide for managing externally restricted research funds
SFU Policies: Research   SFU policies on research-related matters
Major Research Sponsor Links
  Links to major externally restricted research sponsors
Externally Restricted Non-Research
  Procedure on how to apply for project set-up of SFU externally restricted non-research funding in Fund 25
Research Accounting FAQ's   Frequently Asked Questions
Additional Payforms   Form for PI Fee payment only
SFU Non-Research
Funding Application
  Form to request for project set-up of externally restricted non-research funding in Fund 25

Treasury

Forms and Resources Last Updated Description
US Exchange Rate
  Bank of Canada conversion rates to be used for accounting transactions in the University's general ledger originating in US dollars.
Historical House Rates
  Deposit and Purchasing conversion rates (USD:CAD) dating back to January 2001.
Investment Management
Operation Procedures
  Defines the risk and return investment objectives of each investment fund, outlines  the underlying principles of the management of the Funds, describes the approved categories of investments and asset mix guidelines, provides guidance for the prudent and effective management of the Funds (including constraints), and establishes the process for hiring and monitoring investment managers.
Paypal Accounts                   
  Instructions for setting up a departmental PayPal account
PCI Standards   PCI Data Security Standards establish best practices for protection of credit card information.
Payment Card Industry FAQ   Answers to common questions regarding the PCI Data Standards and the protection of payment card information.

Signing Authority Management

Software Access

Forms and Resources
Last Updated Description
FINS Access Request   PeopleSoft FINS Security Access and General Privacy and Confidentiality Agreement

HAP Access for Budgets
HR Payroll

HAP Access for Departments

  PeopleSoft HRMS Security Access

FAST Sponsored Research

Oct 1, 2016 Steamlined version: to be used for access to specific Sponsored Research Projects
FAST General Access Oct 1, 2016 Detailed version: to be used for FAST general purpose access
FAST Remove Access Oct 1, 2016 Request to remove FAST user access

SFU Business #11852 0725 RT0001

If you need assistance, visit Contact Us or email finance@sfu.ca