Our Finance Team

Shopify

Shopify is our 'store' where you can purchase any of the following items:

• Paying for lost/missing/broken instruments (students)

• Registration for the SHINE golf tournament

• Registration for holiday party, awards and recognition dinner 

• Pen sponsorships

• Doctor of dental surgery (DDS) advanced placement application fee, DDS advanced placement pre-entry exam and the GPR application fee

• Day of dentistry registration 

• SHINE DDS and dental hygiene (DH) sock drive

Access Shopify for the School

Research Financial Info

How to View/Print eTrac Reports

Over Expenditures (OE)

• • Finance will notify you when your grant is in OE.

  • It is the responsibility of the researcher to identify which expenses need to be moved, as well as which speed code they should be moved to.

  • Please email this information to finance promptly to have these charges corrected or moved.

End Date Extensions

• • Finance will notify you three months before the upcoming end date.

  • It is the responsibility of the researcher to acquire approval in writing from the funding agency stating the new approved end date.

  • Once written approval is received, you can either submit the amendment yourself or send it to dent.finance@ualberta for assistance and we will submit it on your behalf.

  • It can take two months for the amendment to be completed by RSO. You must be proactive in requesting your end date extension in a timely manner to avoid any issues.

RSO: Receive and Manage Funding 

How to Create an Amendment

RSO: Eligible Spending

Uniform and Membership/CPR Allowance

Any Staff that qualify for Uniform and/or Membership/CPR Allowance will receive a letter at the beginning of the fiscal year notifying them that they are eligible, the maximum amount they can claim, and which speed code to use for their expense claim submission.

Uniform Allowance is available for clinical support staff only. This allowance is for Uniforms ONLY (shoes, socks, jackets etc are NOT part of your uniform allowance)

Membership and CPR Allowance is available for support staff who are required to be licensed as part of their profession within their position in the School of Dentistry.

How to Submit for reimbursement:

To complete a “Non-Travel Expense template” go to PeopleSoft Financials click on Financials

Please click here for more instructions “How to Submit a Non-Travel Expense Claim”

IMPORTANT INFORMATION WHEN SUBMITTING:

Enter your expense claim up to the maximum of your Uniform/Membership Allowance

Example: Your uniform allowance maximum is 150.00

If you spend more than your maximum:

o   You spend $175.00 – your expense claim can NOT exceed your maximum

o   You will enter $150.00 and will be reimbursed $150.00

  If you spend less than your maximum:

o   You spend $100.00

o   You will enter the amount paid of $100.00 and will be reimbursed $100.00

To Process your expenses the following will need to be ATTACHED:

• Original receipts must be dated and submitted between April 1, 2024 – February 28, 2025

• Invoice from your professional association along with receipt must be attached

• Receipt including company name and GST amount must be attached for any expense

• Your Uniform and Membership/CPR letter

• Combine all uniform/membership expenses into one expense claim

All Uniform and Membership expense must be made and submitted into Peoplesoft by

FEB 28, 2025, late submissions will not be paid.