# Resources for AHS General Associates
**Source**: https://cumming.ucalgary.ca/about/faculty-and-staff/ahs-general-associates
**Parent**: https://cumming.ucalgary.ca/
Welcome, General Associates, to this hub of information about UCalgary systems and processes. We hope that it will make it easier for you to find the essentials needed to support your team’s work with UCalgary. If you don’t find what you need, there is [contact information](https://cumming.ucalgary.ca/about/faculty-and-staff/ahs-general-associates#contact-us) for additional assistance at the bottom of the page.
## Onboarding
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#### Checklist
This is the link to your onboarding requirements. We’ve created a handy checklist you can print off as you work through all the steps on the webpage.
[Download checklist](https://cumming.ucalgary.ca/sites/default/files/teams/19/Onboarding-Checklist%20-AHS-Admin-General-Associates_Aug-2022.docx)
## Purchasing/Accounts Payable
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#### Selecting the Correct Method of Purchasing
This quick reference guide will help you find and select the right payment method or vendor for supplies.
[Form](https://ecs.ucalgary.ca/dept/hr/_layouts/15/WopiFrame.aspx?sourcedoc=/dept/hr/Drupal%208/Training-Development/selecting-correct-method-of-purchasing-qrg.pdf&action=default)
#### Payment Selector Tool Overview
The Payment Selector Tool guides users to select the appropriate PeopleSoft module for processing financial transactions. This tool is designed to improve payment compliance.
[Overview](https://ecs.ucalgary.ca/dept/hr/_layouts/15/WopiFrame.aspx?sourcedoc=/dept/hr/Drupal%208/Training-Development/payment-selector-tool.pdf&action=default)
#### eProcurement Overview
This document details the advantages of using the eProcurement system, provides you with an overview of procurement in general, and then looks at eProcurement in more detail.
[Overview](https://ecs.ucalgary.ca/dept/hr/_layouts/15/WopiFrame.aspx?sourcedoc=/dept/hr/Drupal%208/Training-Development/overview-to-epro-qrg.pdf&action=default)
#### Application for PCard
UCalgary's [Purchasing Card (PCard)](https://www.ucalgary.ca/finance/purchasing-distribution/credit-cards/purchasing-card-guidelines) program streamlines the procurement process for acquiring low dollar (under $5,000) purchases of supplies, materials, and services. Use of the PCard for these types of purchases eliminates the necessity of generating Purchase Orders and can reduce the associated time and administrative costs. Staff may also have [T&E Cards](https://www.ucalgary.ca/finance/purchasing-distribution/credit-cards/travel-expense-card-guidelines) to use for travel expenses. PCards should not be used for these types of expenses.
[Application](https://www.ucalgary.ca/finance/sites/default/files/teams/5/scm_VISA_Corporate_Card_Cardholder_Agreement_Form.pdf)
#### eProcurement training
PeopleSoft eProcurement (ePro) is designed to make it easier for a casual user to requisition items.
[Training Module](https://learning.my.ucalgary.ca/psc/lmprd/EMPLOYEE/ELM/c/LM_OD_EMPLOYEE_FL.LM_CRS_DTL_FL.GBL?Page=LM_CRS_DTL_FL&Action=U&ForceSearch=Y&LM_CI_ID=1394)
#### Expense Delegation
If you need to process UCalgary expenses for any clinicians in your department, clinicians can either:
1. add you as a reconciler for their PCard or T&E Card with a [Corporate Card Maintenance Request Form](https://www.ucalgary.ca/finance/sites/default/files/teams/5/scm_visa_corporate_card_maintenance_request_form.pdf), or
2. they can add you as an Expense delegate in PeopleSoft (view the [Expense FAQ](https://ecs.ucalgary.ca/dept/hr/Drupal%208/Training-Development/expenses-faq.pdf) for instructions – Page 3).
## Accounts Receivable
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#### Invoice Request Form
This document allows users to submit a request for an invoice to be created by Accounts Receivable.
[Form](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fo-ar-invoice-request-form.pdf)
## Research Project Maintenance
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#### Get added to research projects in eFin
This document allows users to gain access to projects in eFIN.
[Guide](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-team-authorization-form.pdf)
#### Delegate Access
Project Holders may delegate access online through the My UCalgary Portal.
[Guide](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-project-online-delegation-20201210.pdf)
#### eFin Orientation and Training
eFin allows Administrators to monitor the financial health of research projects.
###
[Training](https://learning.my.ucalgary.ca/psc/lmprd/EMPLOYEE/ELM/c/LM_OD_EMPLOYEE_FL.LM_CRS_DTL_FL.GBL?Page=LM_CRS_DTL_FL&Action=U&ForceSearch=Y&LM_CI_ID=1197)
#### Journal Transfer Request Form (non-salary)
Use this form to request the correction of posted revenue or expense transactions (excluding salary/benefits), or a transfer of funds.
- [Fund Definitions and Transfer Rules](http://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-fund-definitions-transfer-rules-2019-03-12.pdf) To use in conjunction with transfer forms to determine allowable transfers. Also, identifies the type of fund code of projects and if projects are internally or externally restricted.
[Form](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-journal-correction-transfer-request-form-non-salary-2022-06-27.xlsx)
#### Salary Correction Form
[Salary Correction Form](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-salary-benefits-journal-request-form-20210811.xlsx)Use this form to request the correction of Salary and Benefit expenses.
- [Fund Definitions and Transfer Rules](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-fund-definitions-transfer-rules-2019-03-12.pdf) To use in conjunction with transfer forms to determine allowable transfers. Also, identifies the type of fund code of projects and if projects are internally or externally restricted.
###
#### General Ledger Accounts
The list of General Ledger accounts contains the accounts most commonly used by PeopleSoft users and can assist with paying and creating invoices and expenses, as well as journal requests.
[View List](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-general-ledger-accounts.pdf)
## Financial Management
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#### Finance FAQs
[UCalgary Finance FAQs](https://www.ucalgary.ca/finance/sites/default/files/teams/5/fr-finance-processes-faqs-20211019.pdf)
#### Resource how to manage spending of projects
This document provides guidance on how to determine where to charge expenses, when multiple research projects are potential options.
[Expense Workflow](https://cumming.ucalgary.ca/sites/default/files/teams/19/general-associates/Expense-workflow-formatted.docx)
#### Need something else?
[All Finance Resources](https://www.ucalgary.ca/finance/finance-forms) or utilize contacts below.
## PGME Information
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#### Office
The Postgraduate Medical Education Office oversees the residency and fellowships programs at the University. If you are the senior Department Administrator or Residency/Fellowship Program Coordinator, you will likely interact with them when it comes to providing training to residents and fellows. You can contact them for an orientation regarding this relationship.
#### Links
[Main site](https://cumming.ucalgary.ca/pgme)
[About PGME](https://cumming.ucalgary.ca/pgme/about)
[Staff Directory](https://cumming.ucalgary.ca/pgme/contacts/pgme-staff/program/pgme/staff/faculty/directory)
[Expense Reimbursement](https://cumming.ucalgary.ca/pgme/current-trainees/residents/expense-reimbursement)
[Competency Based Medical Education](https://cumming.ucalgary.ca/pgme/current-trainees/competency-based-medical-education)
## Onboarding Coordinators
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#### Onboarding Clinician Academics
Here is an overview over of onboarding for Clinician Academics.
[Checklist](https://cumming.ucalgary.ca/sites/default/files/teams/19/general-associates/Onboarding-Checklist-Clinicians_Academics_Aug%202022.docx)
#### Onboarding Coordinators
You can request an overview of the onboarding process and see the onboarding checklists via this website.
[HR/Onboarding Coordinators](https://www.ucalgary.ca/hr/hiring-managing/onboarding/onboarding-coordinators)
#### Offboarding
To terminate a General Associate prior to the end of their two year contract, refer to this job aid:\
<https://www.ucalgary.ca/hr/hiring-managing/employment-changes/termination-and-offboarding/general-associates>
and this reference for additional offboarding requirements\
<https://www.ucalgary.ca/hr/work-compensation/working-ucalgary/leaving-ucalgary/academic-staff>
## Contact us
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## Business Operations Team
Services: Financial transaction queries, deposits, research project assistance, general associate (AHS) onboarding
**Spencer Proulx**\
403-210-7637\
[swproulx@ucalgary.ca](mailto:swproulx@ucalgary.ca)
## UServices
403-210-9300\
[finance@ucalgary.ca](mailto:finance@ucalgary.ca) or walk-in
Services: Walk-in assistance or remote session
## Accounts Receivable
[finance@ucalgary.ca](mailto:finance@ucalgary.ca)
Services: Creation of Invoices (form linked above)
## Office of Associate Dean of Research
[medoadr@ucalgary.ca](mailto:medoadr@ucalgary.ca)
Services: New research project set up requests & signature for Dean of Research