The Budget is the foundation for AMS finances and operations. This document is updated on an annual basis as income and expenses fluctuate depending on student enrollment, the projects, services, and agenda of Student Government, as well as the broader economy. The society generates revenues from three main areas: student fees, businesses and investments. The estimated revenue for the 2019/2020 Fiscal Year is roughly twenty-two million dollars ($23,000,000). This can be broken down into two major sub-elements: Non-Discretionary Transfer and Net Discretionary Revenue.
See below, under Financial Reports, for previous years’ budgets.
Non-Discretionary Transfers describes money that is automatically given to AMS subsidiary organizations and constituencies, which are responsible for how that money is spent. For Fiscal Year 2019-20, Non-Discretionary Transfers make up just under 91% of total revenue, amounting to roughly nineteen million five hundred thousand dollars ($20,900,000). These transfers include revenue collected through student fees, which after collection, are transferred to the appropriate AMS subsidiary organizations and constituencies.
NET DISCRETIONARY REVENUE
After the Non-Discretionary Transfers are made, and the Student Health and Dental Plan premiums are paid out, the Society is left with the ‘Net Discretionary Revenue’. For Fiscal year 2019-20, this is over $2,600,000. This ‘Discretionary Income’ is the portion of Revenue the Vice-President Finance and Budget Committee of Student Council use to pay for the administration of Student Government, the seven Student Services (Tutoring, SafeWalk, Speakeasy, Vice, Food Bank, Advocacy, eHub), Financial Aid, Programs and Publications, and additional services, including lobbying deemed necessary to improve the academic, personal and social lives of the students at UBC.
AMS Student Fees
|Capital Projects Fund Fee||$8.19|
|Student Aid Bursary Fee||$12.00|
|Athletics and Intramural Fee||$21.00|
|Sexual Assault Support Services Fee||$9.30|
|SUB Renewal Building Fee||$100.00|
|Resource Groups Fee*||$1.73|
|Lighter Footprint Fee||$2.59|
|Bike Kitchen Fee*||$1.10|
|Clubs Benefit Fee||$1.73|
|Childcare Bursary Levy Fee||$1.15|
|Student Legal Fund Fee||$1.00|
|Campus Culture and Performance Fee*||$2.25|
|Health and Dental Plan*||$256.92|
|Graduating Class Fee||$3.00|
|Sustainable Food Access Fund Fee||$0.35|
|Indigenous Student Fund||$0.95|
|Permanent Campus Thrift Shop Fee||$0.95|
|Total AMS Fees (excluding Constituency Fees)||$479.22|
Non AMS STUDENT Fees
|U-Pass Fee (per term)*||$164.00|
|Total Non-AMS Fees||$170.89|
*these fees can be opted-out of.
To opt-out or opt-in of these fees, or to apply for a subsidy, see the next section.
Opt-Out and Opt-In
There are seven fees UBC students can opt-out of: CiTR fee, Bike Co-op/ Kitchen fee, Resource Groups fee, Ubyssey fee, Arts & Culture Fee, U-Pass, Health & Dental plan.
If you wish to Opt-Out of any fees, make sure to submit your Opt-Out requests within the designated period. Students can only Opt-Out in Term 2 or summer term if that is your first term of enrollment this academic year. Opt-outs for Winter Session (Terms 1 and 2) will be open from January 6th to 30th 2020 with the exception of the Health and Dental Plan.
Please note that there are no Opt-Outs during the summer period for students who were enrolled in a preceding Winter semester, as students are not charged returnable fees again during Summer sessions (with the exception of the U-Pass). Only students whose first semester of enrollment is a Summer term can opt out during this time. For all dates and deadlines pertaining to opt-out, please refer to UBC’s academic calendar.
How to Opt-Out
Visit the Bike Kitchen in Room 36 in the UBC Life Building (6138 Student Union Blvd), visit the Bike Kitchen online or phone: (604) 827-7333
Visit their office in the NEST LL500, or contact Dora Dubber at email@example.com.
Visit their office in the NEST 2208, or contact Douglas Baird at firstname.lastname@example.org.
Resource Groups Fee/Campus Culture & Performance Fee
Fill out the opt-out form and follow the steps (deadline passed).
Health & Dental Plan
Visit www.studentcare.ca and complete the necessary steps. Be sure to do this within the Change of Coverage period by January 23, 2020 (for new Term 2 students only). Questions? The Health & Dental Plan office is located in NEST 3128. You can only opt-out of Heath and Dental with proof of alternate medical coverage only.
Fill out the exemption form on the Student Service Centre (SSC) website.
In accordance with the AMS code of procedures Section XIII, Article 3(7) and pursuant to AMS Bylaw 14(9), Active Members of the Society who are not eligible for the exclusive services of the health and dental plan and the U-Pass due to their special fee exemption status, may Opt-In to the Society’s fees in order to receive the aforementioned benefits.
How to Opt-In
Students are able to opt-in and out-out only in their first term of the academic year. The term in which you begin your classes is considered your first term of the year. For example if you didn’t start classes until Winter Term 2, then Winter Term 2 would be your first term of the year.
If Winter Term 2 is your first term of the academic year at UBC, the deadline for opting-in is January 30th, 2020. If your first term at UBC was September 2019, then the next time you can opt-in or opt-out is September 2020.
To Opt-In fill out the Opt-In form and follow the steps (deadline passed).
For the Summer terms, students can submit opt-in requests up to two weeks before the start of the relevant term. For opt-in requests outside of this timeline (e.g. in the middle of the semester, or summer) please contact Vpfinance@ams.ubc.ca
PLEASE NOTE: Should you wish to Opt-In to AMS Fees, you must Opt-In to all AMS Fees.
For any questions, or further information on Opt-in’s, Opt-outs or Subsidies, please contact Vpfinance@ams.ubc.ca
The AMS offers hardship subsidies to students that demonstrate they’re experiencing genuine financial hardship. Students can apply for four kinds of Hardship Subsidies: Full U-Pass, Partial U-Pass, SUB Renewal, AMS Fee.
The values for the subsidies for current the Winter session (2019/2020) are:
- Full U-Pass Subsidy: $164
- Partial U-Pass Subsidy: $82
- SUB Renewal Subsidy: $100
- AMS Fee Subsidy: $113.90
How to apply
Fill out the Subsidy form and follow the steps. Applications now closed.
Current applicants will receive notification of their status by the end of February. Successful applicants will receive the funds as a credit in their SSC account in March.
Please contact Vpfinance@ams.ubc.ca for any questions about applying for hardship subsidies.
The Finance Department administers AMS funds to assist students, clubs, and constituencies with innovative projects. All AMS fund applications are available below. Please note, in order for the applicant to receive the fund if approved, the applicant will have to provide us with:
- A detailed final report that outlines the impacts of your project, as well as a final budget
- Copies of receipts, invoices etc, that total to at least double the amount of funding you were approved for.
Premium Assistance Fund
Partial or full reimbursement of the Health & Dental Plan fee ($244.69) is available on a needs basis from the AMS and GSS through the AMS/GSS Health Plan Premium Assistance Fund. The application form is available at www.gss.ubc.ca/health.
There are several funds available for students led projects and initiatives, listed below.
Details & Contact
Sustainability Projects Fund
|For sustainable projects contributing to an environmentally conscious culture through student-led projects. The committee meets once a month to review projects.||Max amount: $15,000/project
Application details here.
Innovative Projects Fund
|For students, faculty and staff working on projects that benefit a significant number of students and further develop campus community. In the past, innovative projects have included media initiatives and new student services.||Max amount: $3,500/year; no more than $10,500 over 3 consecutive years.
Deadline: Monday, March 2, 2020
Application details here.
Students Initiatives Fund
|Project must NOT be affiliated with any UBC club or subsidiary.
For UBC students only. Used to fund philanthropic, academic or other causes deemed worthy by the AMS Finance Commission
|Max amount: $1,000/project, less than 75% the cost of the project
Deadline: at least 3 weeks prior to the project
|For UBC students interested in conducting scholarly research to build knowledge and understanding of post-secondary matters affecting UBC Vancouver’s community. The ultimate goal of the program is to create a healthier, more supportive, more successful student community.||Max Amount: $5,000/ project
Deadline: May 15, 2020
AMS Impact grant holders
Clubs and Constituency FUNDS
There are six funds administered directly by the AMS for Clubs and Constituencies, listed in the table below. Clubs are also able to acquire loans from the AMS if their budgets are temporarily experiencing, or will soon experience, a deficit.
In order to apply for AMS funds, applicants must fill out the relevant forms.
Sustainability Projects Fund (SPF) please email email@example.com.
After submission, applications are reviewed at the bi-weekly Fund Committee meetings. If an application is approved, the applicant will be asked to provide final submission documents.
Other UBC Funds
Apart from the funds handled by the AMS Finance Committee, there are some alternative funding options available.
Details & Contact
Clubs Benefit Fund
|All AMS Constituted Clubs are eligible if budget and executive list is approvedOne time project only, cannot be annual events
Used to fund events, special projects related to the club’s academic interest, or furnishing expenses which benefit the club as a whole
Granted only once per fiscal year per club.
|Max Amount: $2000/club or 75% of total cost
Deadline: at least 3 weeks prior to the project
Competitive Athletics Fund
|An AMS Club competing in races/competitions, or hosting tournaments at UBC, used to purchase necessary equipment or rental of sports facilities.-Applicants of this fund may not be eligible for funding from UBC Athletics||Max Amount: $3,600/club, no more than three-quarters of the cost of the project
Deadline: At least 3 weeks prior to the project
Constituency Aid Fund
|Used to fund elections referenda expenses, communication expenses or furnishing expensesElections per referenda per communication expense shall total 20 cents per constituency member but no less than $100 in total and no more than $500
Granted only once per fiscal year per constituency
|Max Amount: $1,000/ Constituency, no more than three-quarters of the cost of the project
Deadline: At least 3 weeks prior to the project
|Walter Gage Memorial Fund||Current UBC Students affiliated with the AMS, faculty or from a recognized UBC Organization-Non-curricula student activities that enhance the University’s reputation.||Max Amount: $2000/group
Deadline: Before the event is completed
Global Lounge Fund
Current UBC student organizing an international/intercultural event or project, preferably with a long term impact-Preference to initiatives involving the global lounge and its members.
|Max Amount: $2000/student
Deadline: third Monday every month, at least 2 weeks before the event
Please contact firstname.lastname@example.org
Student Society Emergency Aid Program
Joint program between the AMS and the Ministry of Advanced Education-Established to provide emergency aid funding through student raised money to assist students in need
Funds are distributed in the form of bursaries
|Max Amount: $10,000/year
Contact your Enrolment Services Professional (ESP) for more information
|All Constituencies provide funding to students for travel costs, special projects etc.||Please contact your respective Constituencies for further information|
Clubs & Constituencies
Clubs & Constituencies
This section covers relevant information for treasurers including Treasurer Authorization and budget submission processes. Please refer to the 2019-20 Procedure Guide for a more detailed breakdown of some of the most important policies and procedures regarding Club and Constituency finances.
- Due to our annual fiscal year-end (April 30) accounting system closure, we are UNABLE to process cheques or EFT payments from May 1st to May 16th, 2020.
- If you would like to receive reimbursements before the system closure on April 30th, all reimbursements must be submitted by April 22nd at 4:00pm.
- Cheques and EFT payments will be processed once again on May 19th and ready for pick up after May 22nd at the Administration Office from 9:00 a.m. – 4:00 p.m., Monday – Friday. 3.
- In order for transactions to be recorded in their respectable fiscal year, all reimbursements and invoices MUST submit to our office by May 11th, 2020.
Treasurers Authorization Process
Please note that this process is the same for ALL treasurers, regardless if you are a returning treasurer from last year.
Step 1: Complete the Treasurer Authorization Form
Note! Make sure to save the Signature Card File as a PDF named: “MainAccountCode_ClubName_LastName_FirstName” (for example 123_FinanceClub_Yan_Tyler)
Completing Step 1 grants you temporary signing authority until the end of orientations. You must complete Step 2 (attend an orientation) in order to be fully authorized for the rest of the year.
After completing the Treasurer Authorization Form, you can assume you are authorized within 48 hours (business days).
Step 2: Attend a Treasurer Orientation
Email Anna at email@example.com for the latest information on Treasurer’s orientations. Information on orientation sessions and sign up links will be posted on Clubhouse.
After completing the Treasurer Authorization Form and attending a Treasurer Orientation, you are a fully authorized treasurer! We will be sending out budget templates shortly after you are fully authorized.
Shortly after full authorization, you will receive a budget template. Budget submissions are due within two weeks of receipt. No exceptions will be made as everything can be completed remotely.
Any subsidiaries that fail to submit their budget by this deadline will have their accounts frozen.
Every AMS Club has to submit certain information to the AMS for administrative purposes, to process transactions, etc. The 2018-19 Procedure Guide includes all information you will need to navigate the different administrative processes. All the forms you need can be found at the island outside the AMS Front Desk on the 3rd floor of the Nest. These must be submitted in person to the AMS Front Desk.
Some further supporting documentation is available below.
Sharepoint and Account Access
One of the fundamental roles of a Treasurer is keeping track of the club’s finances. To do so, you can get a print out of your club’s account details at the front desk administration office, or get it online. The AMS Main Offices are open during the summer from 9 am to 4 pm; treasurers can come to the main office between these hours to request the print outs. To review your club’s accounts online, treasurers can see club account balances and transaction details online via sharepoint.ams.ubc.ca. Treasurers and presidents who need access to their accounts should email firstname.lastname@example.org.
Square is a point of sale software aimed at replacing traditional credit card terminals and cash registers. Square allows clubs and constituencies to take credit card payments for all club operations. The devices are provided free of charge by the AMS, to register for Square, please fill out the Square Request Form. Please contact email@example.com with any questions about Square.
Showpass is our online event and ticket organizer. Showpass enables you to create and sell customized tickets to events. You can also get access to information on revenue holdings, ticket sales, and invoices, with the ability to process refunds. It is straightforward and open to everyone on the web, so more traffic can get to your event page. Please contact firstname.lastname@example.org with any questions about Showpass.
RBC USBank Credit Card
A credit card may be given to clubs and constituencies who have applied and been accepted for its use based on that individual clubs prior fiscal year revenue and expenses. Clubs and Constituencies with a RBC USBank Credit Card are able to directly spend their club funds with a credit limit set up to 3% of the clubs/constituencies previous year’s net revenue. Many conditions apply to this program because transactions are not approved by the AMS before they are taken out of the club account. Organizations that are a part of this program must submit a monthly report. To be approved for a credit card, contact email@example.com to start the application process.
The financial reports posted here are split into three sections: AMS Financial Reports; Societies & University Group Financial Reports; Constituency Financial Reports.
AMS Financial Reports provide an overview of the Society’s financial standing including contributions and expenses relative to its budget. The reports track performance throughout the Fiscal Year, the management of expenditures and business contributions, and the anticipated budgetary forecasts going forwards.
AMS Financial Reports
2019-2020 Fiscal Year
2018-2019 Fiscal Year
- Q2 Financial Report 2018 – 2019
- Q1 Financial Report 2018 – 2019
- AMS Budget 2018-2019
- AMS Budget 2018-2019 Reforecast
2017-2018 Fiscal Year
- Financial Report 2017 – 2018
- Q4 Financial Report 2017-2018
- Q3 Financial Report 2017 – 2018
- Q2 Financial Report 2017 – 2018
- Q1 Financial Report 2017 – 2018
- AMS Budget 2017-2018
2016-2017 Fiscal Year
Societies & University Group Financial Reports
Constituency Financial Reports
- Commerce Undergraduate Society (CUS)
- Science Undergraduate Society (SUS)
- Engineering Undergraduate Society (EUS)
|Name & Title||Contact||Duties & Responsibilities|
Vice President Finance
|Oversees all financial operations of the AMS.|
Associate Vice-President Finance
|Oversees all financial operations of Clubs & Constituencies; Monitors club accounts and Financial Policies and Procedures|
Financial Systems Coordinator
|Oversees all financial systems used by the society; Square, Showpass, SharePoint, US Bank Credit Cards. Assists in all implementation of new financial technology.|
Clubs & Constituencies Financial Administrator
|Oversees the Treasurer Authorization Process, conducts Treasurer Orientations, grants, SharePoint Access and oversees Financial Forms and Budget Submissions.|
Funds & Grants Administrator
|Processes all fund and grants applications, short term loan applications, Finance Department minutes, opt in/opt out options for fees.|
Sustainability Fund Administrator
|Oversees the Sustainability Project Fund.|
WUSC Fund Coordinator
|Oversees the financial operations of WUSC.|
|Accounts payable approval, sub account code changes, events insurance.|
Financial Processing Assistant
|Financial Systems payments, payment status for cheques, historical data for any AMS bank account.|
|General accounting support and administration.|
|Cathy Chaye/ Christine Tu
|Processes cash reimbursements.|