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Frequently Asked Questions

Accounts Payable, General Accounting and Accounts Receivables - related FAQs

Q: When should I use a Cheque Requisition Form to pay a vendors' invoice?
A: When you have an invoice for less than $10,000, for which there was no Purchase Order issued and the vendor does not accept the Procurement Card (PCard/Visa), a cheque requisition form should be completed.  It is an on-line fillable form that should be printed when complete, signed and authorized, then attached to the invoice for submission to Accounts Payable, Finance Department.
 
Q: What is the typical turnaround time from the Finance Department for a reimbursement of expenses?
A: Please allow 5 business days to process your reimbursement of expenses. This provides time for various areas within the Finance Department to create the payee (vendor) or make changes as required, check back-up, account distribution codes and signing authority, input the expense form, print the cheques (or create a file if you are set up for direct deposit), review the payment register, audit vouchers and obtain sign-off to release the cheques (or electronic file for the bank to distribute to your account).
 
Q: For Research funds 400 500 - What back up documentation should I attach to my Reimbursement of Expenses form?
A: Always attach all pertinent receipts, hotel bills, boarding passes (if available), etc., when completing a Claim for Reimbursement of Expense form.  If the expenses pertain to funds 400 or 500, the authorizing department should retain copies for their records and forward all originals to the Expense and Travel desk, Accounts Payable, Finance Department.  If the expenses pertain to any other funds, the authorizing department will retain the original receipts and send only the reimbursement of expense form to the Expense and Travel desk.
 
Q: How do I request an advance for a conference/seminar?
A: If you require an advance for university travel or an event such as a conference, you can request an advance by completing a Request for Accountable Advance Form. It is an on-line fillable form that should be printed when complete, signed and authorized, then attached to any supporting documentation for submission to Accounts Payable, Finance Department.
 
Q: What is the typical turnaround time from the Finance Department for an accountable advance?
A: Please allow 5 business days to process your request for an accountable advance.  This provides time for various sections within the Finance Department to create the payee (vendor) or make changes as required, check back-up, account distribution codes and signing authority, input the advance form, print the cheques (or create a file if you are set up for direct deposit), review the payment register, audit vouchers and obtain sign-off to release the cheques (or electronic file for the bank to distribute to your account).
 
Q: What is the typical turnaround time from the Finance Department to replenish petty cash?
A: Please allow 5 business days to process your request for replenishing your petty cash. This provides time for various sections within the Finance Department to create the payee (vendor) or make changes as required, check back-up, account distribution codes and signing authority, input the petty cash replenishment form, print the cheques, review the payment register, audit vouchers and obtain sign-off to release the cheques. Normally, requests for petty cash replenishment can be turned around in less than 5 business days but on occasion it may take the longer period allowed.
 
Q: How do I set up a petty cash for my department?
A: Please check out the Petty Cash Funds Guideline for more information. If you are able to comply with the university guideline surrounding custody of a petty cash fund, the requesting department can send their request to their authorizing manager. Once approved, the manager can forward the request directly to Paula Perri (email perrip@yorku.ca) where a cheque requisition will be created and processed. Allow 5 business days for turnaround.  Payment is always in the form of a cheque.
 
Q: How do I establish a direct deposit for my reimbursement of expenses to my bank account?
A: The Application for Employee Direct Deposit Banking and Instructions for Employee Direct Deposit should be used to set up direct deposits for employee reimbursements. The application is an on-line fillable form that should be printed when complete, signed then attached to a void cheque for submission to Accounts Payable, Finance Department. Due to confidentiality reasons, Accounts Payable cannot obtain this information from Human Resources.
 
Q: How do I deposit foreign funds?
A: There is a Foreign Funds Deposit Form to be used for all Non-Canadian currency deposits. The form is an on-line fillable form that should be printed when complete, signed then enclosed with the deposit and delivered to General Accounting, Finance Department for Keele campus deposits and Student Financial Services, C138 York Hall for Glendon campus.
 
Q: How do I requisition an invoice for services performed by the university?
A: The Invoice Requisition form must be completed in order to raise invoices for all university departments who want to create a receivable for their cost centre. This on-line fillable form should be printed when completed. Retain a copy for your records, sending the original to General Accounting, Finance Department. Once the invoice is created, a copy of the invoice will be sent to the originating department to match up with the requisition in their records.
 
Q: How do I journal a credit card deposit or a credit card refund?
A: The Credit Card Refunds Journal or the Credit Card Deposit Journal must be used to record all university credit card transactions against a specific cost centre. These on-line fillable forms should be printed when complete, then approved. Retain a copy for your records, sending the original to General Accounting, Finance Department. Once the refund or credit has been reconciled, the journal will be created and the department can check the status on eReports within 2 business days.
 
Q: How do I record a GL journal entry?
A: The GL Journal Entry must be used to record all manual university journals. This form is to be used for journals of less than 10 line items.  This form is also an on-line fillable form that should be printed when complete, then approved. Retain a copy for your records, sending the original to General Accounting, Finance Department. Once the journal has been created the department can check the status on eReports.
 
Q: Can I still submit a reimbursement of expenses form if I have lost my original receipts?
A: Yes. You will have to complete the Attestation Form. This on-line fillable form should be printed when completed, then authorized by authorization levels laid out in the university Procedures for Reimbursement of Expenses Appendix D - Approval Matrix.  Attach a copy of the attestation to your file copy of the reimbursement of expenses form and retain for your records.  Attach the original to the Reimbursement of Expenses form and send it to the Expense and Travel desk, Accounts Payable, Finance Department. 
 
Q: How can I check if an invoice has been paid?
A: When Accounts Payable has input an invoice for payment, the information is captured on eReports the following business day.  You can log on to eReports and check the charges to your cost centre.
 
Q: How can I check if my journal has been recorded?
A: When General Accounting has input a journal to your cost centre, the information is captured on eReports the following business day. You can log on to eReports and check the charges to your cost centre.
 
Q: How can I get reimbursed for small dollar (under $50.00) out of pocket expenses?
A: These can be reimbursed easily, through completion of a Petty Cash Voucher. This on-line fillable form should be printed when completed, approved by the appropriate signing authority and submitted to your petty cash custodian for reimbursement. If you do not know who your custodian is, the department's Administrative Assistants should know who the petty cash custodian is.


Financial Reporting - related FAQs
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Q: When is the financial close for the university?
A: The month end and year end deadlines can be found on the finance web site.
 
Q: Can I adjust last month balance?
A: No, the month has been closed, any adjustments have to be done in the current month
 
Q: How do I request another cost centre?
A: To request another cost centre for funds 100, 200, 300 and 700 the Cost Centre Requisition form needs to be completed. It is an on-line fillable form that should be printed when complete, signed and authorized, and forwarded to the Office of Budgets and Planning, Finance Department along with any supporting documentation. All requests for funds 400 and 500 cost centres need to go through Research Accounting.
 
Q: How do I request for a new activity, time, location, or account code?
A: Send an email to finrept@yorku.ca with the purpose and description of the new code. The description/name of the new code can be up to 30 characters, including spaces.


Financial Reporting - eReports related FAQs
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Q: How do I access eReports?

A: An email has to be sent to ithelp@yorku.ca requesting access by the executive officer, financial officer or cost centre owner, including the following information:

  1. Employee Name
  2. Employee ID and valid Passport York user name
  3. List of cost centres or financial rollups that access is required
  4. Specify whether the requested reports are for Finance and/or Human Resources
  5. For Funds 100, 200 and 300 it is necessary to provide the requested access level, i.e.: Basic, Intermediate or Advanced.
 
Q: How long does it take to gain access to eReports?
A: Providing all required information is supplied at the time of request, eReports access takes approximately five (5) business days.
 
Q: Why don't I see all my cost centres?
A: You have not been given access to all of them, send an email to ithelp@yorku.ca.
 

Q: Can I grant my staff to have access to only one of the Activities from my cost centre, without granting him/her to have access to the rest of financial information from that cost centre?

A: No, cost centre is the minimum level that access can be granted to.
 
Q: Why do I see different reports than my co-worker?
A: Because their access is different from yours.
 
Q: How do I move a cost centre from one rollup to another?
A: Contact Financial Reporting.
 
Q: When is eReports updated?
A: It is updated every night.
 
Q: What is the difference between Statement of Operations and Transaction Details?
A: The Statement of Operations gives a total balance in an account, whereas the Transaction Details breaks out all the activities within an account.


Journal entry - FAQs
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Q: External Cost Recovery (ECR) vs. Internal Cost Recovery (ICR) Accounts. When in my journal should I use an ECR vs. ICR account?

A: See Below

External Cost Recovery (ECR) Internal Cost Recovery (ICR)
The purpose of ECR is to report revenue the university has received from an external organization or cost centre. The purpose of an ICR is to report revenue from an organization internal to the university. When the university’s audited financial statements are prepared, the internal revenue is netted against internal expenses eliminating a doubling up of revenue and expenses.

External cost centres fall within the following funds:

  • Fund 900 Courtesy Accounts

Internal cost centres fall within the following funds:

  • Fund 100 Special purpose trusts
  • Fund 200 Operating fund
  • Fund 300 Ancillary fund
  • Fund 400 Internally sponsored research
  • Fund 500 Externally sponsored research
  • Fund 600 Trusts and endowments
  • Fund 700 Capital fund
Therefore revenue received from a 900 cost centre should be reported as an ECR. Therefore revenue received from a Fund 100, 200, 300, 400, 500, 600 or 700 cost centre should be reported as an ICR.
Note: In addition, interfund accounts cannot be used between internal and external cost centres. When the financial statements are prepared and the funds are consolidated, Fund 900 revenue and expenses are excluded.
 
Q: Can I fill in several different journal dates on one single journal for electronic uploading?
A: No, the journal for upload can only have one date.
 
Q: If I made an error on my journal that has already been posted, how could I correct it?
A: Submit a new journal to correct the journal error.


Procurement process - FAQs
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Q: How do I authorize payment of a Purchase Order?
A: A 'yellow' receiving copy of the Purchase Order is mailed to end-users. This is to be signed, dated and sent to Accounts Payable (remembering to take a copy for your records) only after you are satisfied with goods received - see instructions at the bottom of the Purchase Order. Accounts Payable will match your receiving copy to the invoice and process payment.
 
Q: How do I authorize payment of invoices for Blanket Purchase Orders?
A: After receiving an invoice from Accounts Payable, please ensure that the Blanket Purchase Order number is noted on the invoice, sign it and send it back to Accounts Payable (make a copy for your records if necessary).
 
Q: How do I find out the cost of customs and brokerage fees?
A: Customs charges are calculated on the value of the goods purchased. It is 6% of the value of goods in CDN funds (equivalent to GST) For more information visit the Procurement Services website.
 
Q: How do I fill in a purchasing requisition?
A: Check out the online tutorial: How to fill in a Purchasing Requisition.
 
Q: How do I remove equipment at the end of the rental period? Change a Purchase Order?
A: If changes need to be made to the original PO, a Purchasing Requisition Form must be filled out with the changes. The form must be checked to indicate that it is a change order and the original PO number must be included.
 
Q: How do I find if there is a preferred vendor?
A:Check out the Vendor of Record website for a list of all university contracts and Pan-University Vendors of Record.
 
Q How do I obtain quotes from a supplier?
A: Three quotes are required for goods/services valued between $10,000 to $50,000. A Vendor Quote Solicitation form is required. Visit the How to Buy web page on the Procurement Services website for detailed information on this process.
 
Q Is there a special form to order radioactive materials?
A: A Purchasing Requisition form must be completed, as with regular orders, but in this case MUST FIRST be initialed by the Director of the Occupational Health and Safety Department, therefore the requisition should be faxed to her and she in turn will forward it to Procurement Services for processing.


Research Accounting process - FAQs
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Q What are the university policies and procedures on the reimbursement of expenses?
A: York University's policy and procedure on the reimbursement of expenses can be found at the University's Secretariats website.
 
Q: Where did I find a copy of the Cheque Requisition form?
A: An electronic version of this form can be found on the Finance Department's Forms web page
 
Q: What expenses are allowed under my NSERC grant?
A: Please refer to NSERC's financial administration guide which can be found on the NSERC website for detailed information on the financial administration of NSERC grants. Researchers can also refer to the Expense Eligibility Chart on the Finance website.
 
Q: What expenses are allowed under my SSHRC grant?
A: Please refer to SSHRC's Using Your Funds website.
 
Q: How do I check how much money I still have available to spend on my research grant?
A: Researchers can check funds available to spend on their grants through eReports. Specifically, the Statement of Operations will provide up-to-date information on available funds.


 

 



Accounts Payable, General Accounting and Accounts Receivables-related
Financial Reporting - eReports-related
Journal Entry
Financial Reporting Related
Procurement Process
Research Accounting Process
Taxation