Finance Authorization & Payment 

If you have been designated as a “Financial Authorizer” in the TTP System, your role is to provide the second signature for approval to pay. You are accountable for the release of funds for clinical faculty teaching payments each quarter and for maintaining budgetary integrity.

You will review and approve the Financial Authorization Reports for your region. Your approval is based on assumptions of accuracy of the following information validated earlier in the process:

• Teaching activity information;
• Event information;
• Service provider profile information, including eligibility for payment; and
• Validity of the reason for any exceptions.

 You are not expected to validate transaction details. A full explanation of the responsibilities of all roles in the TTP process can be found in the TTP Roles and Responsibilities document.

What to Consider when Reviewing Reports

The Financial Authorization Reports are generated after the statements are finalized and the payment processing period opens, quarterly. This period is active for 4 weeks, you are encouraged to review and take action on the pending reports as close to the period opening as possible. Should any consultation or investigation be necessary prior to authorization the aim is to provide sufficient opportunity before the period closes and to ensure our Clinical Faculty members get paid in accordance with our timelines.

The Financial Authorization Reports are issued for each regional program and delivery period. They are separated by number of key components including, teaching method, teaching year, and department or unit.  

You are responsible for flagging budget variances in the Financial Authorization Reports. Teaching payments are required to be in alignment with the approved budget. Anomalies could include amounts significantly different (i.e. larger or smaller) or inconsistent from the other teaching payments in the same category.

Each Financial Authorization Report is comprised of service provider records, you can review these records under the Financial Authorization Records tab. The expectation is that you scroll through each of these records to review. You are also responsible for identifying and analyzing signs of suspicious payment information, which may be related to system error, human error, or fraudulent activity. If you identify signs of suspicious payment information, you are responsible for initiating investigation into these anomalies. You are required to notify the Director of Finance, the Senior Administrator and the Senior Director, Education Programs & Services in cases of suspected fraudulent activity.

For each report, you must make a determination and take one of the following actions:

• Approve the report if there are no anomalies; or 
• Flag the report if there are any found anomalies and notify the appropriate Activity Validator; or
• Report suspected fraud.

Approved Reports

Once you complete the review of the financial authorization report and you’re happy to approve you select the ‘send payment instructions’ button. This button sends each record as an invoice that will automatically be paid from Workday. Payment is processed 30 days after the generation date of the Financial Authorization Reports.

Flagged Reports

If you have flagged any transactions which require adjustments or corrections, you are responsible for:

1. Marking it on the Financial Authorization Report before you send  reports to Workday.  
2. In these scenarios it is your responsibility to notify the appropriate Activity Validator of the anomalies. They need to know of any transactions which have not moved forward for payment. The Activity Validator is responsible for managing the correction of the transaction and ensuring the tracks are resubmitted for payment as a Missed Track or One Time payment outside of system.

If you have been designated as a “Payment Manager” in TTPS, you are accountable for accurate payments to clinical faculty members. You are required to: review errors or warnings reports that come in when Financial Authorize (FA) sends statements for payment processing in Workday.  You will need to identify why the errors occurred, review any supplier ID errors if the suppliers were updated. You liaise with UBC Central Accounts Payable on any warnings they need further confirmation on payments.  In addition, the Payment Manager may liaise with TTP Support or with the FA as needed to resolve the errors/warning reports.   

A full explanation of the responsibilities of all roles in the TTP process can be found in the TTP Roles and Responsibilities document.

If there are any issues with the upload process it is your responsibility to act as the liaison and assist with resolution of the problem at hand. As liaison you will initiate the escalation process through the appropriate Faculty of Medicine channels, you may be required to contact the Business Support Analyst to resolve the issue.   

Once the upload process is complete, it is your responsibility to resolve any errors in Workday.