budget office
Financial Reporting
Research and Trust Accounting
Enterprise Risk Management
UBC Okanagan

Revenue Accounting:

UBC Okanagan Banking Procedures

1. Department Deposits

Please do not include foreign currency cheques with your regular deposits
Please refer to section 3 for additional information

  • All UBCO deposits should go to HSBC Bank Canada.
  • Obtain the "Tamper Proof " deposit bags from the UBCO Bookstore.
  • For manual cash receipt, please complete the CAD or USD Cash Receipt Deposit form (GA402 or GA405) verified and signed by two people.
  • For online users please go to Online Cash Receipts and complete the CAD or USD Cash Receipt Deposit form.
  • Stamp each cheque "For Deposit Only"
  • Endorse each cheque with the "T" # and the speed chart information
  • Enclose the bank copies of the Web Deposit Form or the white and yellow copies of the manual short deposit slip, cheque(s) and/or cash in the tamper proof bag.
    • Seal the bag and have two people verify the contents by initialling the tag.
    • Attach the tag to your daily deposit log/record book as it contains the "control number" for each deposit bag.
    • Take the deposit to the HR/Finance Office located on the lower level, Administration building (ADM006).
    • Record the deposit in the Brink’s deposit log located at the reception desk.
    • Drop the tamper proof deposit bag in the secure deposit box located to the left of the reception desk.
    • Deposits can be made Monday to Friday between 8:30am and 4:00pm.  Deposits will not be accepted outside of these hours.  
    • Brink’s Armoured Car Service will pick up deposits every Wednesday and Friday.
    • Send the long copy (white - CAD / yellow - US) of the manual cash receipt to UBCO Finance at:

      3333 University Way
      Kelowna, BC V1V 1V7

      for data entry (not required if you use the Online Cash Receipts).  

Departments may make separate arrangements to have Brinks drop off deposits at the HSBC Bernard Avenue Branch.

Please note, for safety reasons we encourage the use of Brinks for large amounts, as even to walk on campus does pose some risk. Please contact Victoria Wakefield at 7-4530 or of Supply Management to arrange for armoured car service at a cost of $25 for regular scheduled pick-ups or for Upon Request Pick-up with 24 hours notice at a cost of $32. The following information will be required – department name, frequency, pick-up time, address, contact person, phone number, e-mail and speed chart.

Department Deposit Options

  1. Drop the sealed deposit bag into the secure deposit box, located beside the reception desk at the HR/Finance office (ADM006) . Brinks Armoured Car Service will pick up the contents of the deposit box every Wednesday and Friday.
  2. Deposits with cheques only may be sent via courier to:
    HSBC Bank Canada
    384 Bernard Avenue,
    Kelowna, BC
    V1Y 6N5
    Attn: Manager Customer Service
  3. Go to HSBC Bernard Avenue branch in person during office hours.
  4. Drop into the HSBC Night Depository (arrangements must be made thru Michael Chan) after office hours.

Large Deposit amounts (over $1 million) should receive same day value, it is recommended to:

  1. Phone and e-mail details of the amount/department reference/contact to Michael Fennelly, Treasury Dept. (604-822-0260)
  2. Send cheque via courier to:

    HSBC Bank Canada
    384 Bernard Avenue,
    Kelowna, BC
    V1Y 6N5
    Attn: Manager Customer Service

No later than 12:00PM (noon).

2. Incoming Wires and Direct Deposits


For detailed instructions for incoming wire and direct deposit for Research Grants, Donations, Conference Registration, Fee for Services, etc., please access the Management Systems Portal, and select Misc under FMS nQuery Menu;

or contact Michael Chan at 604-822-6779


3. Foreign Currency Deposits


(All foreign currencies except USD)

Using the manual CAD cash receipt from GA402 please:

  • Fill out the form as usual leaving the amount blank.
  • Deliver form with cheques to Financial Services Department 3rd floor #305-2075 Wesbrook Mall, Vancouver BC. Attention: Jean Forward, Revenue Accounting
  • Finance Department will arrange for delivery to the bank and enter the net proceeds to your Project/Grant account in FMS upon receipt of funds.


4. Draft Requisitions (Foreign and Domestic)


  • Complete a Q REQ (Requisition for Payment (AP500 or AP501)) with the appropriate department authorization, and forward to UBCO Finance (ADM002).
  • Financial Services will follow department instructions to return or mail drafts directly.

Fee for this service is $7.00 per item

5. Wire Requisitions


  • Complete a Q REQ (Requisition for Payment (AP500 or AP501)) with the appropriate department authorization, and forward to UBCO Finance (ADM002).
  • Please include the required wire instructions on the Q REQ
  • Refer to - EFT Instructions, under the heading FORMS AND INSTRUCTIONS.

Fee for this service is $7.00 per item

6. Tuition Deposits


Please refer to:

7. Coin and Currency Orders


Cash for Cash (Making Change)

The Department makes change by depositing funds at the same time as requisitioning cash/coin via Brinks delivery (if this service is required please contact Victoria Wakefield in Supply Management).

in the HSBC tamper proof deposit bag.

  • Seal the bag, and deposit through regular channels (e.g. armoured car service or drop box).
  • Discrepancies between the deposit amount and the change order will be referred to HSBC for clarification.

Currency orders will be available on the second business day for pick up by Brinks, with delivery to the Department on the next scheduled delivery date.


8. Banking Related Inquiries


Please contact UBC Okanagan Finance on the lower level, Administration building.

Phone Numbers: Direct Dial: 5-Digit Dial:
Carla Waters 250.807.8617  78617
Audrey Kirby  250.807.8807   78807
Antonella Lee     250.807.8797   78797




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Contact List
Banking Procedures: UBC Okanagan
Banking Procedures: UBC Vancouver
Cheques: Cancellation Procedures
Cheques: Stop Payment/Re-issuance Procedures
Credit Card Procedures
Petty Cash Procedures
Tuition Sponsorship Procedure




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Financial Services Department

UBC Financial Services
305 - 2075 Wesbrook Mall, Vancouver, BC Canada V6T 1Z1
Hours of Operation
Monday-Friday 8:30-4:30 PM
Tel: [604.822.2454]
Fax: [604.822.2417]
E-mail: []

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