Finance Contacts:

How To Reconcile your Credit Card

IMPORTANT UPDATE TO THE CREDIT CARD RECONCILIATION PROCESS:

Always reconcile your UofA credit card every 2 weeks or once you have 5 items/purchases in your wallet, which ever is first

 UofA Credit Cards - Are ONLY to be used to the person the card was issued to - they are NOT transferable and should never be shared with a co-worker

All purchases MUST have an invoice/receipt attached, an MUST use the Credit Card Naming Convention of supplier name and amount of purchase.

How To Reconcile My UofA Credit Card - detailed instructions

Credit Card Reconciliation FAQs:

What if I have more than 5 items in my wallet? Select 5 items/purchases, complete your reconciliation and then repeat with your remaining items/purchases

What should I name my attachments? All invoices/receipts should be saved and attached with the supplier and the dollar value. Example Telus20.91

Does  every purchase on my credit card need to have an invoice or receipt? YES

Can I change the expense type after my reconciliation has been pushed back? YES (see the instructions above)

Do I need to change my GST amount to match the GST on the invoice/receipt? YES - the GST will auto populate in peoplesoft - however if it differs from the amount of GST you paid, you must correct it in peoplesoft to reflect the amount you paid.

I am going on holidays, can I give my card to my co-worker to use while I am away? NO - UofA Credit Cards are NOT transferable and can not be shared with anyone!

How Do I apply for a UofA Credit Card?  Contact our Finance Partner dentsfa@ualberta.ca

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 Mike Petryk 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.