How-To Guide for Making Honoraria Payments to Community Members

Methods of Payment Available: One-Time Payments; Near-Cash Equivalents

• For information on near-cash equivalents, see Instructional Guide for Honoraria Payment Processes and Forms

Step 3: Complete UBC Employee Declaration for Services (EDS) form

• Work with payment recipient to complete UBC EDS form.
  
  
• Indicate in form how work or activity differs from regular duties as a UBC employee.

Step 4: Process One-Time Payment (OTP)

• Share completed EDS form with recipient’s HR representative, discuss steps for processing OTP.
  • To avoid potential delays, engage HR in advance of OTP request.
  • Consult HR advisory services directory to confirm appropriate representative.
    
    
• Continue to monitor the payment and be in contact with the HR representative until payment is received by the recipient.

Methods of Payment Available: EFT; Cheque; Near-Cash Equivalents

• For US-based recipients use ACH payment process; GDS payment process for other international payment recipients
• See Instructional Guide for Honoraria Payment Processes and Forms

Step 3: Prepare Documents for your Payment Request

• Documentation can include email and notes from verbal communication. If you use a departmental honoraria form, you can record all information in the form and use as supporting documentation.
• Confirm in Workday that the individual is set up as a supplier and the preferred method of payment is enabled.
  • As needed, set up individual as supplier and/or enable preferred method of payment.
  • If enabling EFT payment, inform recipient of process requirements and timeline.
• If necessary, send forms to community member and request confirmation by specific date in advance of event/activity.

Step 4: Process EFT or Cheque Payment

• In Workday, create a supplier invoice request and process payment.
  • Use My Supplier Invoice Requests to track the status of outstanding invoices.
    
    
• Without delays, payment is received in up to 30 days.

Methods of Payment Available: EFT; Cheque; Single Use Payment; Cash and Near-Cash Equivalents, including Interac E-Transfer

• For US-based recipients use ACH payment process; GDS payment process for other international payment recipients
• See Instructional Guide for Honoraria Payment Processes and Forms

Step 3: Prepare Documents for your Payment Request

• Documentation can include email, notes from verbal communication, receipts, screenshots of payment confirmation (if using e-transfer), etc.
  • If you use a departmental honoraria form, you can record most information in the form and use as supporting documentation.
  • If necessary, send forms to community member and request confirmation by specific date in advance of event/activity.
• For cheque or EFT payment, confirm in Workday that the individual is a supplier and the preferred method of payment is enabled.
  • As needed, set up individual as supplier and/or enable preferred method of payment.
  • If enabling EFT payment, inform recipient of process requirements and timeline.
• For Single Use Payment, ensure payment does not exceed $250 and recipient:
  • has not received SUP previously;
  • will not receive multiple payments;
  • is a resident of Canada;
  • is not an active or former employee of UBC;
  • is not a Supplier in Workday

Step 4: Process EFT, Cheque or Cash/Near-Cash Equivalent Payment

• For EFT/cheque
  • In Workday, create a supplier invoice request and process payment.
    • Use My Supplier Invoice Requests to track the status of outstanding invoices.
  • Without delays, payment should be received by honoraria recipient in up to 30 days.
    
    
• For Single Use Payment (SUP)
  • In Workday, create a Single Use Supplier request and process payment
    
    
• For Cash
  • In advance of event/activity, request spend authorization in Workday.
    • Once approved, funds are transferred to your account.
  • On day of event/activity, bring cash payment and offer to recipient; complete honoraria form with recipient and witness signatures to acknowledge transfer of funds.
    
    
• For near-cash equivalent, purchase and offer near-cash equivalents during event or activity.
  • For gift cards, record names, gift card amounts and, if a UBC employee, employee IDs of recipients to report to ISC at year-end.

Step 5: Reconcile Expenses for Cash/Near-Cash Equivalent Payments

• For cash payments
  • Submit a manual T4A to create tax documents; complete all fields as accurately as possible and, in the event of a missing SIN, enter 000-000-000.
  • Reconcile spend authorization in Workday within 10 days of expense.
    
    
• For near-cash equivalents, file expense claim in Workday within 30 days of expense.