Financial Services FAQ

Tuition and Fees

Tuition Deadlines:

  • Fall Term - October 1st
  • Spring Term - February 1st
  • Summer Term - June 1st

Please follow this link to view Fee Schedules for upcoming terms

Tuition and fees are assessed to student accounts on the first day of classes each term.

Students can view registration charges as soon as they have completed registration.  Please view your Registration Fee Assessment on your student Bridge account.

Your individual Account Summary by Term can be viewed on the Bridge for a detailed report of your charges.

For information about University of Lethbridge fees, including definitions, what is included and how they are set, please see the FEES section in the Academic Calendars.

For Domestic Students please follow this link to view your payment options.

For International Students please follow this link to view your payment options.

Each calendar year, a T2202 form is created and is accessible to students who are enrolled and have paid eligible post-secondary costs during the calendar year.  A student should maintain and utilize this form when completing their personal tax return, which certifies their eligibility to take advantage of any Canada Revenue Agency Income Tax Act tax credits available related to these costs. 

Simply log into the Bridge to view and/or print your T2202 Tuition and Enrolment Certificate using the navigation trail:  Student Tab > Student Account > Canadian Tax Forms.

For more information about T2202 and other student tax for please click here.

Expense Claims

Personal reimbursements to staff and faculty are still initiated through the online expense claim system in the Bridge and reimbursed based on the Travel and Business Expense Policy and Procedures. There have been some restrictions on travel, see the question "Can I claim for travel during COVID?" found further down on this page.

Currently, the SumTotal expense claim system can only be accessed through a virtual private network (VPN).  Refer to the COVID-19 page found here and click on “Working remotely – IT Help”.

For training on how to use SumTotal please click here for our training video. If you want to arrange an individual or a group training session, please contact Patti Infanti at 403-329-5182.

During this time, please follow this procedure for submitting expense claim receipts:

  • Write your name and the claim number on each receipt and then scan all receipts. 
  • Send an email to financial.services@uleth.ca stating the claim number and attach the scanned receipts.   
  • Please use caution when sending personally identifiable information or credit card information via email.  If the receipt has this information visible, the credit card information should be blackened out and the email should be encrypted.  Please see this link from IT Services for further information.
  • Keep your original receipts until your expense claim has been processed and you have received reimbursement.  After that time, please dispose of your receipts responsibly.

Keep your original receipts until your expense claim has been processed and you have received reimbursement.  After that time, please dispose of your receipts responsibly.

To check the status of your online claim, follow these steps:

  • Sign into the expense claim system.
  • Click on “Review History” found under ‘Personal Actions’ on the left side of the Welcome screen.
  • Click on the claim in question.  The details will appear at the bottom of the screen.
  • Click on the “Event History” tab found about halfway down the page.
  • The Event History tab will display when the claim was submitted and each approver the claim has passed through.  Use your scroll bar to the right of the Event History tab to view all items.
  • Once your claim has been submitted, the status of the claim will be “Submitted for MA”.
  • Once the claim passes through all approvers, it will read “Approval Complete”.
  • Click on each of the “+” to expand the information.
  • If the last entry still shows “Submitted for MA”, the name listed by that last entry will show the approver who has yet to review/approve your claim.
  • Once the status is “Approval Complete”, that date will determine your payment date.
  • Financial Services currently processes payments every Thursday morning.
  • If your claim has reached “Approval Complete” by Wednesday evening, it will be included in the following day’s payment run.
  • Within five days after the payment run, you will receive an email from RBC advising you of payment (this may go into your Junk Mail folder the first time).

This is most likely a Pop-up issue.  Look for a pop-up blocker message somewhere on your screen, such as an information bar appearing in a toolbar at the top of your screen.  Right click on the information bar and choose ‘Always allow pop-ups from this site’, or from the Tools menu select ‘Pop-up Blocker’, and then ‘Turn Off Pop-up Blocker’.  This should work as long as you are using one of the recommended browsers – Chrome, Internet Explorer, or Safari.   

The steps to disable a Pop-up Blocker will vary depending on the browser.  For help, contact the Financial Services SumTotal administrator (Patti Infanti at patti.infanti@uleth.ca or contact the Help Desk at 329-2490 or help@uleth.ca). 

Currently, the SumTotal expense claim system can only be accessed through a virtual private network (VPN).  Refer to the IT Working Remotely page found here and click “Connect to the University network (VPN)".

If you have trouble getting set up with VPN, please contact IT at help@uleth.ca.

Travel is not allowed, for any reason, unless we have an exception approved.

Travel is being defined as anything outside of city limits; including but not limited to mileage, meals, etc.

There has been no change in the Health Services guidelines in relation to travel, especially out of province travel, and thus the University continues to have travel restrictions for its employees.

Virtual conference registration and expenses that do not require travel are reimbursable expenses.

Until further notice costs associated with travel or in-person conferences (including associated travel costs) that are incurred, committed, or paid after March 5, 2020 will not be financially reimbursed by the University of Lethbridge.

Faculty and staff are directed to discuss extraordinary circumstances requiring travel with their Senior Leader, who may request an exception on their behalf.

Before incurring any home office expense you wish to be reimbursed for, contact your supervisor to determine if the supply is available from your department, AND refer to the applicable policy BEFORE proceeding!  We can support you and answer any questions you have, please contact us at financial.services@uleth.ca

Professional supplement can be used to purchase office equipment such as laptops, printers, headset, webcams, etc. but not furnishings. 

There are complications in relations to income tax and professional supplement regulations that restrict reimbursement for home furnishings. Large home furnishings such as a desk are NOT eligible for reimbursement.

Home internet costs are eligible for reimbursement if there is evidence showing that there was an increase in the monthly data cost to support working from home.  Supporting documentation must include both the internet service provider bills before and after the increase in data coverage. The employee should claim against available professional supplement funding first and next against department funding if your supervisor supports the claim that the internet charges are only for the business portion of your monthly usage charge. 

Student Loans

Invoices and Miscellaneous Cheque Requisitions

For this information, please click here and sign in with your University credentials.

For this information, please click here and sign in with your University credentials. 

Financial Services offers some online courses available through Moodle that are focused on assisting approvers in accordance with the Financial Approval Authority PolicyThere are ten courses in total (i.e. Accounting Basics, Expense claims, Materials Management Requisition, Journal Vouchers/Budget Transfers, etc.).  Although these courses were created for approvers to give insight on what to look for when approving documents, everyone is welcome to take one or all the courses that may be beneficial for understanding financial terminology.  The “Accounting Basics” course is extremely helpful for anyone needing to code transactions for processing.

To access the courses in Moodle or to arrange any other training including for the expense claim system, please contact Patti Infanti at patti.infanti@uleth.ca.

Training can be accessed via Microsoft Teams, phone or another online tool.

Home Office

Before incurring any home office expense you wish to be reimbursed for, contact your supervisor to determine if the supply is available from your department, AND refer to the applicable policy BEFORE proceeding!  We can support you and answer any questions you have, please contact us at financial.services@uleth.ca

Professional supplement can be used to purchase office equipment such as laptops, printers, headset, webcams, etc. but not furnishings. 

There are complications in relations to income tax and professional supplement regulations that restrict reimbursement for home furnishings. Large home furnishings such as a desk are NOT eligible for reimbursement.

Home internet costs are eligible for reimbursement if there is evidence showing that there was an increase in the monthly data cost to support working from home.  Supporting documentation must include both the internet service provider bills before and after the increase in data coverage. The employee should claim against available professional supplement funding first and next against department funding if your supervisor supports the claim that the internet charges are only for the business portion of your monthly usage charge. 

Please see the section below entitled"Claiming home office expenses on my 2020 tax return" for details about eligibility, what is included, and how to claim it.

The University’s Wellness and Recognition Office will provide support and resource such as ergonomic assessments. Please email wellness@uleth.ca.

For assistance with technology please email help@uleth.ca or visit the ITS website.

The University acknowledges that some employees may need assistance while working from home.  Employees may take office equipment, chairs, computer equipment etc. to their home for their work use provided they complete the survey to identify items that are now located off campus at https://go.uleth.ca/assets-at-home.  This includes any items originally purchased using University funds, including operating or research funds but excluding professional supplement funds.  Please complete a new survey if you have taken equipment home after your initial survey completion.

Claiming Home Office Expenses on my 2020 Tax Return

Employees are encouraged to review the CRA website Home Office Expenses for Employees for more information and discuss your personal tax situation with your tax advisor.  We have summarized some claim options below to provide context to this topic:

  CRA Temporary Flat Rate Method

CRA Temporary Detailed Method

Eligibility
  • Worked at home more than 50% of the time for a period of at least 4 consecutive weeks in 2020 due to COVID-19 pandemic
  • Working from home was required by employer or personal choice
  • Worked at home more than 50% of the time for a period of at least 4 consecutive weeks in 2020 due to COVID-19 pandemic
  • Working from home was required by employer
Required
  • You incurred expenses your employer did not/will not reimburse
  • Your expenses are used directly in your work
  • You incurred expenses your employer did not/will not reimburse
  • Your expenses are used directly in your work
What you can claim
  • $2 per day you worked at home (excludes days off, vacation, holiday, sick or other absence)
  • Maximum of $400
  • Employment portion of actual amounts you paid while you worked from home.  Cannot claim any expenses that were or will be reimbursed by your employer
Employer form required
  • None
  • T2200S employer approves that home office expenses may be incurred for employment)
How to claim
  • Complete CRA form T777S
  • Complete CRA form T777S
Maintain with your tax return
  • T777S
  • T777S
  • Supporting documents to prove your claims
  • T2200S

 

 

Employees should decide before they complete their T1 Personal Tax return for 2020.  The University will provide a T2200S for employees choosing the detailed method.

No.  Many different work requirements and arrangements occurred across campus during 2020 that Financial Services may not be aware of. It is the sole responsibility of an employee to determine their own eligibility to claim home office expenses, determine what is an eligible expense, calculate amounts, and reduce the claim by any amounts received or receivable from the University of Lethbridge.

The process of requesting/receiving a T2200S is currently being developed.  Employees are encouraged to watch for future updates in the UWeekly or on the Financial Services and Human Resources websites.

Using the CRA criteria to calculate the proportionate share, the following expenses are eligible/ineligible:

Eligible Expenses      Non-eligible Expense
The following list includes common home office expenses: You cannont claim any of the following:
  • rent paid for a house or apartment where you live
  • electricity, water, heat, or the utilities portion of your condominium fees
  • maintenance (minor repairs, cleaning supplies, light bulbs, paint, etc.)
  • home internet access fees
  • office supplies (stationary items, pens, folders, sticky notes, postage, toner, ink cartridge, etc.)
  • employment use of a basic cell phone service plan
  • long distance calls for employment purposes
  • capital cost allowance
  • mortgage interest
  • principal mortgage payments
  • capital expenses (replacing windows, flooring, furnace, etc)
  • office equipment (printer, fax machine, briefcase, laptop case or bag, calculator, etc.)
  • monthly basic rate for a landline telephone
  • cell phone connection or license fees
  • purchase of a cell phone, computer, laptop, tablet, fax machine, etc.
  • computer accessories (monitor, mouse, keyboard, headset, microphone, speakers, webcam, router, etc.)
  • other electronics (television, smart speaker, voice assistant, etc.)
  • furniture (desk, chair, etc.)
For additional home office expenses you may be able to claim, go to canada.ca  

 

University staff cannot give you tax advice.  CRA has some great resources to help you, please navigate to their page entitled Home Office Expenses for Employees, including an online calculator.  As well, you may wish to engage tax advice from a professional accounting firm.  For questions about the process, employees can contact financial.services@uleth.ca.

For a PDF version of this information please click here.

Cash Office

Deposits or other reporting to the Cash Office can be dropped off to the Cash Office by Security or departments, where operating hours are currently 9:00 am – 3:30 pm (Monday to Friday).  Contact the Cash Office at cash.office@uleth.ca to arrange drop off or contact Security for pick up.

If you are aware of incoming direct deposits, email the cash office at cash.office@uleth.ca to provide information to post the funds into your account.

Procurement of Goods and Services

Procurement staff are available and working from home. Continue to submit requisitions through the Bridge and note all shipments will be delivered to the University Receiving area and not directly to your place of residence or remote work site. As Materials Management has very limited storage space, please refrain from placing orders for items that you do not immediately require. If you are placing orders for items that you will need once the University is returned to a normal or near normal state, please ensure that you have a secure location available to store your goods upon arrival.

To view a video demonstrating how to submit a requisiton, click this link.  NOTE - Since the production of this video, we ask that you DO NOT USE PRIVATE COMMENTS for any information.  Please list any vendor information; shipping instructions; change-order instructions; standing order instructions; or any other special instructions on the PUBLIC COMMENT field.

To view a PDF document for instructions on how to submit a requisition; change-order; standing order; how to make changes/corrections on a submitted requisition; and how to delete a requisition click here.

Mail and packages requiring pickup from Shipping/Receiving occur at the Parkway Service Complex from 8:30am-12:00pm, 1:00pm-4:30pm. Please access the area through the compound on the east side of the building, beside Bay #2 and use the buzzer on the outside of the man-door to request service. You may be required to show your identification and the wearing of face coverings or non-medical masks is required so ensure that you have that available when you arrive. Please also ensure that if there are other customers waiting in line that the two-meter physical distancing is maintained.

Research/lab shipments are delivered to Science Stores. Contact science.stores@uleth.ca for assistance. 

For any other inquiries please contact Materials Management staff at shipping@uleth.ca.

  • At month end, download the statement from BMO.
  • Match the statement amounts to supporting documentation receipts and submit for approval. Reconcile purchases via the Bridge “PCard – Reconciliation”, match receipts to BMO Statement, and submit for approval.
  • Scan all receipts and the BMO statement into one document and send to pam.safinuk@uleth.ca.
  • Please use caution when sending personally identifiable information or credit card information via email.  If the receipt has this information visible, the credit card information should be blackened out and the email should be encrypted.  Please see this link from IT Services for further information.
  • Keep your original receipts for 30 days after submission.  After that time, please dispose of your receipts responsibly.

Requisitions are required for every expenditure with the exceptions of:

  • Travel related items (expense claims, conference registration fees, workshop registration fees, airfare)
  • Personal reimbursements (professional supplement, petty cash reimbursements, anything else personally purchased)
  • Personnel services (wages, benefits)
  • Items costing less than $5,000 (exception - cell phones)
  • Legal fees
  • Bookstore retail activities
  • Library book acquisition
  • Utilities
  • Landline phone charges
  • Contract stationary purchases
  • memberships for professional associations

There are 3 options for booking a rental vehicle:

  1. Personally book a rental vehicle for your own business travel:
    • The preferred vendor is Enterprise Car and Truck Rental.
    • Reserve the vehicle in the name of the University of Lethbridge with yourself listed as a driver.
    • Review the Car Rental Insurance Policy found on the Risk & Safety Services website.
    • Ensure adequate insurance coverage.
      • The University of Lethbridge American Express Card (AMEX) includes the extra insurance in their cardholder agreement.
      • If not using the AMEX, ensure your credit card company carries the extra insurance, otherwise purchase the insurance though the car rental company.
    • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  2. Arrange vehicle rental through Maritime Travel:
    • Log onto the Bridge.
    • Click on Finance - Personal Reimbursements and Travel Booking - Travel Booking.
    • Sign in with your University of Lethbridge credentials
    • Note, there is a fee of $11.00 charged for each separate booking (consider booking airfare, hotel, and vehicle rentals at the same time).
    • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  3. If booking a vehicle rental for traveling with a group or for an external visitor:
    • Book rental through preferred vendor.
    • Submit an online requisition for Materials Management to issue a purchase order.
    • Include name, dates, and the car rental confirmation number.
    • Ensure adequate funds are encumbered to cover rental and extra insurance costs.

There are 3 options for booking a hotel:

  1. Personally book a hotel for your business travel
    • Once booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  2. Arrange hotel booking through Maritime Travel:
    • Log onto the Bridge.
    • Click on Finance - Personal Reimbursements and Travel Booking - Travel Booking.
    • Sign in with your University of Lethbridge credentials.
    • Note, there is a fee of $11.00 charged for each separate booking (consider booking airfare, hotel, and vehicle rentals at the same time).
    • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  3. If booking a hotel for traveling with a group or for an external visitor:
    • Book reservation directly with a preferred hotel vendor (see preferred vendor listing).
    • Submit an online requisition for Materials Management to issue a purchase order.
    • Include name of the guest, dates, and the hotel confirmation number.
    • Ensure adequate funds are encumbered to cover accomodations and meals as required.

Arrange airfare through Maritime Travel:

  • Log onto the Bridge.
  • Click on Finance - Personal Reimbursements and Travel Booking - Travel Booking.
  • Sign in with your University of Lethbridge credentials,
  • Note, there is a fee of $11.00 charged for each separate booking (consider booking airfare, hotel, and vehicle rentals at the same time).
  • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.

There are 2 options for conference registration:

  1. Personally register and pay for your conference.
    • Submit an expense claim for reimbursement.
  2. If registration is being puchased through Department or Research fund (not Professional Supplement).
    • Request an invoice from the conference and submit the invoice to Financial Services for direct pay.

There are 3 options for purchasing a computer:

  1. For department use:
    • Contact the Information Technology Department (ITS).
    • ITS can assist you with obtaining a quote for the computer system with the "Preferred" computer supplier.
    • Submit an online requisition and attach your quote directly to the online requisition for Materials Management to issue a Purchase Order and complete the order.
  2. Purchase through Professional Supplement of $1,000 or more:
    • If you already know what configuration you require, submit an online requisition.
    • ITS can assist you with obtaining a quote for the computer system with the "Preferred" computer supplier.
    • Submit an online requisition and attach your quote directly to the online requisition for Materials Management to issue a Purchase Order and complete the order.
    • Make your purchase personally and submit an online expense claim for reimbursement.
  3. Purchase through Professional Supplement of less than $1,000
    • Make your purchase personally an submit an online expense claim for reimbursement.
    • Exceptions are Cell Phones or licensed software.
      • Online requisition is required.

The University uses Staples Business Advantage web ordering system. 

To set a designated staff member up to use this service refer to the Financial Services website found under here

If you do not have a Staples online account you can submit your order through the Deparmental online account (contact your Financial Officer for approval prior to ordering and for information on who in your department can place the order).

If the supplies should be charged to a FOAP other than the one attached to your Department Staples online account, process a journal voucher to move the charges to the correct FOAP.

Contact Facilities.

There are preferred vendors in place for all campus office furnishings. 

Submit an online requisition.

  • Materials Management will order through our "Preferred" supplier.

For approved University Department or Professional Supplement paid accounts only:

  • Submit an online requisition for a standing order.
  • Materials Management will order through our "Preferred" supplier (currently Telus).
  • Ensure adequate funds are encumbered to cover cell phone charges for the entire fiscal year.
  • To purchase from another supplier you must first obtain approval from your supervisor. Once you have approval, purchase your own plan and submit approved expenses through the expense claim system.

Order online through the University of Lethbridge Caterer, Fresh Fork (use Catertrax), or a University of Lethbridge approved caterer.

Refer to the information on the Financial Services website found here.

For help placing print, broadcast, online or for assistance designing an advertisement, please contact Communications at communications@uleth.ca.