Situated in the lower level of the Kelley Building, the UPEI Accounting Office processes the financial information for the University and the Atlantic Veterinary College (AVC). The Office is comprised of four separate, but integrated, sections, including Accounts Receivable, Accounts Payable, Research, and Data Control. The Accounting Office reports directly to the Comptroller. The Office consists of 13 people who deal directly with students, departments, faculty, and other administrative sections.

Hours of operation are Monday to Friday, 8:30 a.m. to 4:30 p.m. (September - April) and 8:30 to 4:00 p.m. (May - August)

The University of PEI works with a custom-built computerized Financial Information Package. Through this system University Officials can view their General Ledger account online to determine what transactions have been posted to their accounts. The Accounting Office is directed to set up research accounts through AVC Graduate Studies and Research as well as the Office of Research and Development.

Transactions must be initiated with a Purchase Requisition (requested from the Accounting Office) - either Internal or External - and signed by a designated signing authority.

Revenues can flow directly to the Accounting Office if they relate to grants, or other general revenues of the University or AVC. Donations must flow to Advancement as the Department which issues official tax receipts. Payments on Student, Employee, Miscellaneous, and Vet Accounts can be received by the Accounting Office, or can be received over the web by credit card (student payments not eligible for this method) or through the use of on-line banking.

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The Accounting Office is administered by the Accounting Office Manager, Deidre Smith. Some of her duties include:

• Posting and controlling access to the General Ledger
• Reporting on various accounts including Endowment Accounts and other GL Accounts
• Establishing new General Ledger and Subledger Accounts, including Conference Accounts, Research Accounts, and Revenue and Expense Accounts
• Controlling online viewing capabilities to the budget system
  
  

CONFERENCE ACCOUNTS

Departments wishing to host an academic conference on campus may do so by following the procedures outlined below:

1. An account must first be set up with the Accounting Office by completing the conference form and meeting with Deidre Smith, Manager, Accounting Office.
2. Registrations and payments can be made online using PayPal by first obtaining a PayPal number from Deidre Smith and then providing this number to Robertson Library via vresupport@upei.ca to establish a conference website.
3. Each conference delegate who registers through the website is responsible for printing their receipt on-line.
4. The conference host is responsible for maintaining the registration list (both online and onsite), reconciling all conference transactions, and finalizing conference details at the completion of the conference.
5. If an onsite credit card swipe machine or a cash float is required, the Accounting Office must be notified 15 business days in advance to ensure availability.
6. Miscellaneous cash deposits and sales of conference items (books, clothing, etc) are the responsibility of the conference host.

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ONLINE SERVICES

Students and employees can view their accounts by going onto the UPEI website and using their Student/Employee ID and PIN at Campus Login.

Account-holders have access online to see who was assigned signing authority of their accounts.

T2202As are available online through Campus Login.

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