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
|AMS Membership Fee||$43.50|
|Capital Projects Fund Fee||$8.43|
|AMS Financial Assistance Fund Fee||$12.00|
|Athletics and Intramural Fee||$21.00|
|Sexual Assault Support Services Fee||$9.58|
|SUB Renewal Building Fee||$100.00|
|Student Refugee Fund Fee||$5.78|
|Resource Groups Fee*||$1.78|
|Lighter Footprint Fee||$2.66|
|International Projects Fund Fee||$0.30|
|Bike Kitchen Fee*||$1.13|
|Clubs Benefit Fee||$1.78|
|Childcare Bursary Levy Fee||$1.18|
|Student Legal Fund Fee||$1.00|
|Campus Culture and Performance Fee*||$2.75|
|Health and Dental Plan*||$264.63|
|Graduating Class Fee||$3.00|
|Sustainable Food Access Fund Fee||$0.39|
|Indigenous Student Fund||$0.98|
|Permanent Campus Thrift Shop Fee||$0.98|
|Total AMS Fees (excluding Constituency Fees)||$477.90|
Non AMS STUDENT Fees
|U-Pass Fee (per term)*||$173.40|
|Total Non-AMS Fees||$180.49|
*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
** Please scroll down for information on AMS Subsidies.
Only certain fees have opt-out provisions. Students can only opt-out during the first term of their academic year (2021-2022).
Submit your opt-out requests within the designated period.below:
- Winter Term 1 opt-out period opens on Sept 7th 2021 – Sept 21 – 2021
- Winter Term 2 opt-out period opens Jan 3, 2022 – Jan 17, 2022
How to Opt-Out
Resource Group Fee/ Arts and Culture & Performance Fee/ Permanent Thrift Store on Campus Fee
Use the Opt-Out form on AMS CampusBase to submit your request. You will need your CWL to login.
Bike Co-op Fee
Your $1.13 contribution will enable the Bike Kitchen to weather the COVID-19 pandemic by ensuring that we have staff and biking supplies ready to greet you when you return. Supporting the Bike Kitchen means supporting cycling advocacy and education, and social justice advancement through our extensive training and programming. Learn more at our website: www.thebikekitchen.ca. We of course understand if this is not possible for you at this time.
Visit the Bike Kitchen in Room 36 in the UBC Life Building (6138 Student Union Blvd), or contact Sunny Nestler with your name and student number at email@example.com. Use “opt out” as the subject line.
Visit their office in the NEST LL500, or contact Dora Dubber at firstname.lastname@example.org.
Visit their office in the NEST 2208, or contact Douglas Baird at email@example.com.
Health & Dental Plan Fee
There is a special Change of coverage period starting from July 5-19 for international students who were not in Canada during the 2020-2021 academic year. You can retroactively opt-out of the plan. Please visit the Studentcare website for more information.
If you have existing medical coverage you can opt-out of the AMS/GSS Heath & Dental Plan. Be sure to do this within the Change-of-Coverage Period. If you start school in Winter Term 1, the change-of-coverage period is from August 23-Sept 29 2021. If you are a new student starting in Winter Term 2, the Change-of-Coverage Period is from January 3-28, 2022. There are no opt-outs during the summer.
Questions? The Health & Dental Plan office is located in NEST 3128. Please visit the Studentcare Website for virtual options and Studentcare Contact information.
U-pass exemptions are available to students who are immunocompromised and/or living outside of the Metro Vancouver area. Learn more about U-Pass exemptions and opt-out options.
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 program due to their special fee exemption status, may Opt-In to the Society’s fees in order to receive the aforementioned benefits.
The following students are eligible to opt-in
- Visiting Students
- Students enrolled in distance education courses
- Senior students (65+)
Students cannot opt into any one fee. If you wish to opt-in, you are opting into all AMS fees, cost may be higher than anticipated be sure to review all fees and prepare in advance.
Submit your opt-in requests within the designated period.below:
- Winter Term 1 opt-in period opens on Aug 23 – Sept 29 2021
- Winter Term 2 opt-in period opens on Jan 3 – 17 2022
Health and Dental Plan Opt-in Note: Students wishing to opt-into the Health and Dental Plan must self-enroll with student care after paying the fees on SSC.
U-pass Opt-in Eligibility Criteria: Student must be registered in ful-time or part-time studies with a minimum of 3 credits, or assessed tuition fees of more than $708/term or $177/month
How to Opt-In
To Opt-In fill out the Opt-In form on AMS CampusBase and follow the steps. You will need your CWL to login.
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: Wednesday March 3, 2021
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
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. For more information contact: firstname.lastname@example.org
Details & Contact
Clubs Benefit Fund
|All AMS Constituted Clubs are eligible.
Funds are to assist with SPECIAL, non-recurring, non-ongoing events only. This fund can be used towards new equipment/furniture purchases that are directly related to the club’s area of interest. Purchases/maintenance expenses that occur year-to-year to sustain the operation of the club are not eligible and should be included in the club’s day-to-day operating budget.
Granted only once per fiscal year per club.
|Max Amount $10,000/club *Max funding for honorariums is 50% of overall budget
To ensure a timely and efficient application process, please be as detailed as you can in your application. 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 expenses. Elections 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 email@example.com
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: Treasurers must take the AMS Treasurers Canvas Course.
Step 2: Attend a Treasurer Orientation
Email Anna at firstname.lastname@example.org 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 2020-21 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 email@example.com.
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 firstname.lastname@example.org 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 email@example.com 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 firstname.lastname@example.org 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
2020-2021 Fiscal Year
2019-2020 Fiscal Year
- Q4 Financial Report 2019 – 2020
- Q3 Financial Report 2019 – 2020
- Q2 Financial Report 2019 – 2020
- Q1 Financial Report 2019 – 2020
- 2019 – 2020 Supporting Documents
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)
The AMS offers hardship subsidies to students who are experiencing genuine financial hardship. Students can apply for four kinds of Hardship Subsidies: Health and Dental Fee Subsidy, U-Pass Subsidy, SUB Renewal Fee Subsidy and the AMS Fee Subsidy.
- All students experiencing financial hardship but are ineligible for the U-pass exemption can apply. Here are the dates:
- Winter Term 1: Sept 1 – Oct 15 2021
- Winter Term 2: TBD
- *Students can only apply during the first term of their academic year. Here are the dates:
- Winter Term 1: Sept 7 – 21 2021
- Winter Term 2: Jan 3 – 17 2022
- Winter Term 1: Aug 23 – Sept 29, 2021
- Winter Term 2: Jan 3 – 28 2022
|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|
Associate Vice President Funds
|Oversees all funds/fees related operations, including opt-in/out, subsidies, Health and Dental Plan, Clubs Benefit Fund etc.|
Clubs and Constituencies 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.|
Financial Systems Administrator
|Oversees all financial systems used by the society; Square, Showpass, SharePoint, US Bank Credit Cards. Assists in all implementation of new financial technology.|
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.|