USC Finance Services facilitates timely and accurate purchases, payments, reimbursements, and invoicing/revenue collection in support of the community’s teaching, research, student, and other activities. The team is comprised of the following key operating areas:
Purchasing & Payment
- Administering Sm@rtBuy, the Purchasing Card and the Travel Card programs;
- administering vendor creation and maintenance;
- creating and issuing purchase orders;
- processing all authorized payments for goods and services including vendor invoices, student refunds, statutory payments; and international wires
- delivering trainings about purchasing and payment related processes to the community users.
Accounts Receivable
- Issuing invoices to external parties for services performed by the University community and collecting payments;
- processing journal entries related to deposits and clearing receivables; and
- performing account reconciliations.
Expense Reimbursement
- Processing employee and student expense claims, ensuring the compliance of York University policies and procedures, and external funding guidelines; and
- delivering trainings on expense reimbursement process to the community users.
The USC Finance Services team works collaboratively with the central Financial Services Department to deliver services, ensuring alignment with University policies, procedures, and internal controls, as well as applicable legislation and regulations.
| Function | USC Finance Services | Finance/BAM |
|---|---|---|
| Expense reimbursement policies | Central Finance | |
| Expense reimbursement appliance check | Expense Reimbursement | |
| Expense reimbursement processing | Expense Reimbursement | |
| Vendor invoice payment processing | Purchasing & Payment | |
| Accounts payable | Purchasing & Payment | |
| International wire payments | Purchasing & Payment | |
| Accounts receivable invoice processing | Accounts Receivable | |
| Purchasing within Sm@rtBuy | Purchasing & Payment | |
| Workflow set up in Sm@rtBuy | Purchasing & Payment | |
| Vendor verification and account setup/update | Purchasing & Payment | |
| Vendor of Record | Strategic Procurement | |
| Vendor management | Purchasing & Payment | Strategic Procurement |
| Pcard administration | Purchasing & Payment | |
| Customs clearance | Purchasing & Payment | |
| Travel card administration | Purchasing & Payment | |
| Pcard and travel card policies | Central Finance | |
| Research grants and research accounting | Central Finance | |
| Treasury services | Central Finance | |
| eReports | Central Finance | |
| Journal processing | Central Finance | |
| Cost centre setup | Central Finance | |
| Budgets and financial forecasting | Central Finance |