The Budget is the foundation upon which the AMS’ finances are built. This document changes from year to year as income and expenses fluctuate depending on student enrollment, the economy, and the projects, services, and agenda of Student Government. The society generates revenues from three main areas: student fees, businesses and investments. Based on these, the annual estimated revenue (or budget) for Fiscal Year 2018-19 is roughly twenty-two million dollars ($22,000,000). This can be broken down into two major sub-elements: Non-Discretionary Transfer and Net Discretionary Revenue.
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 2018-19, Non-Discretionary Transfers make up just under 89% of total revenue, amounting to roughly nineteen million five hundred thousand dollars ($19,500,000). 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 2018-19, this is roughly two million five hundred thousand dollars ($2,500,000). 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||$7.97|
|Student Aid Bursary Fee||$12.00|
|Athletics and Intramural Fee||$21.00|
|Sexual Assault Support Services Fee||$3.63|
|SUB Renewal Building Fee||$100.00|
|Resource Groups Fee*||$1.68|
|Lighter Footprint Fee||$2.52|
|Bike Kitchen Fee*||$1.07|
|Clubs Benefit Fee||$1.68|
|Childcare Bursary Levy Fee||$1.12|
|Student Legal Fund Fee||$1.00|
|Campus Culture and Performance Fee*||$2.00|
|Health and Dental Plan*||$244.69|
|Graduating Class Fee||$7.00|
|Total AMS Fees (excluding Constituency Fees)||$460.92|
Non AMS STUDENT Fees
|U-Pass Fee (per term)*||$164.00|
|Total Non-AMS Fees||$170.71|
*these fees can be opted-out of.
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 term 1/2 will be open from September 4th – September 18th, 2018.
Please note that there are no Opt-Outs during the summer period for students who were enrolled in a preceding Winter semester, as students do not get charged the opt-out-able fees again during the summer sessions (with the exception of the U-Pass). Only students whose first semester of enrolment is a Summer term can opt out during the summer. 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 firstname.lastname@example.org.
Visit their office in the NEST 2208, or contact Douglas Baird at email@example.com.
Resource Groups Fee/Campus Culture & Performance Fee
Fill out the opt-out form on AMS Clubhouse and follow the steps below.
Health & Dental Plan
Visit www.studentcare.ca and complete the necessary steps. Be sure to do this within the Change of Coverage period, between September 4th – 25th 2018. 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
To Opt-In, go to AMS clubhouse and follow the steps below.
Opt-Ins for Winter Session are closed.
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 firstname.lastname@example.org
AMS Clubhouse Opt-In/ Opt-Out Steps:
- Go to AMS clubhouse website.
- Click ‘General User Forms’ tab.
- Enter you Campus Wide Login (CWL) Authentication information and press ‘continue’.
- Fill out the relevant forms.
- Once the form is completed, press submit in the top right of the screen
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 email@example.com.
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 (2018/2019) are:
- Full U-Pass Subsidy: $164
- Partial U-Pass Subsidy: $82
- SUB Renewal Subsidy: $100
- AMS Fee Subsidy: $113.90
How to apply
The subsidy application form can be accessed via AMS Clubhouse. Login using your Campus Wide Login (CWL) then find the application under the ‘General User Forms’ tab. Please ensure you are using a computer to fill out the application, mobile devices are not currently supported.
Current applicants will receive notification of their status in September. Successful applicants will receive the funds as a credit in their SSC account in October.
Please contact firstname.lastname@example.org for any questions about applying for hardship subsidies.
Winter 2018-19 AMS Subsidy Closed on October 5th
The Finance Department administers AMS funds to assist students, clubs, and constituencies with innovative projects. All AMS fund applications are available online through AMS Clubhouse, accessed using your CWL. 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.
|Fund||Description||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
|No particular maximum
Deadline: Friday, October 19, 2018
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.
|Students Initiatives Fund (Application available on AMS Clubhouse)||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
|Impact Grant||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: $3000/ project
Applications open in February 2019
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. The application forms for the Clubs Benefit Fund, Competitive Athletics Fund, and Constituency Aid Fund can be found on Clubhouse; for the 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. These can be found in the same place as the fund applications on Clubhouse.
|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
Apply via CLUBHOUSE
|Students Initiatives Fund||Must be an AMS Member, i.e. UBC StudentUsed to fund philanthropic, academic or other causes deemed worthy by the AMS Finance Commission||Max Amount: $1000/project, 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: $3000/club, less than half the outstanding cost of the project
Deadline: At least 3 weeks prior to the project
Apply via CLUBHOUSE
|Constituency Aid Fund||Used to fund elections referenda expenses, communication expenses or furnishing expensesElections per referenda per communication expense shall total 15 cents per constituency member but no less than $75 in total and no more than $375
Granted only once per fiscal year per constituency
|Max Amount: $750/ Constituency, less than half the outstanding cost of project
Deadline: At least 3 weeks prior to the project
Apply via CLUBHOUSE
|Sexual Assault Initiatives Fund (SAIF)||This fund is currently inactive.||N/A.|
Other UBC Funds
Apart from the funds handled by the AMS Finance Committee, there are some alternative funding options available.
|Innovative Projects Fund
|Students, faculty and staff working on projects that benefit to a significant number of students, developing campus community-In the past, innovative projects include media initiatives, new student services etc.||Please contact
|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
|Constituency Funds||All Constituencies provide funding to students for travel costs, special projects etc.||Please contact your respective Constituencies for further information|
Clubs & Constituencies
Clubs & Constituencies
Here you will find all the information Clubs and Constituencies require for the Treasurer Authorization process, Treasurer Orientation, Budget Submission, FINCOM information and more. The 2018-19 Procedure Guide explains, and expands, on this so take a look for a more detailed run-through of everything you need to know about Clubs and Constituencies finances.
Clubhouse is a comprehensive campus engagement solution that delivers an enriching campus experience by helping manage all student organizations and involvement activities.
Clubhouse is sometimes used interchangeably with CampusVibe and we use to communicate with clubs; think of it as a Facebook for AMS clubs. ClubHouse can be accessed here. You can use your Campus Wide Login (CWL) to login.
Treasurers Authorization Process
Please note that this process is the same for ALL treasurers, regardless if you are a returning treasurer from last year.
After having joined Clubhouse, please ensure your club has created a ‘Group Page’. As treasurer, you should be one of the ‘leaders’ of your group page (clubs are known as ‘groups’) so that you can access all of the forms. If you are not, make sure you get someone who is a current leader to appoint you as a leader too.
Step 1: Complete the Treasurer Authorization Form
The form is on Clubhouse under the “General User Forms” tab along the top menu bar.
There are two key components that both have samples provided for you in the form for you to download.
- President Supplementary Form
- Signature Card File
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) by this deadline 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). Clubhouse does not have an automatic function for us to send email confirmation of approval, so you will not be emailed if you are approved. You will only be emailed if you have filled out anything incorrectly.
Step 2: Attend a Treasurer Orientation
Email Mishal at email@example.com for the latest information on Treasurer’s orientations. The majority will be held after elections in April. Additional orientations will be held in May and September.
After completing the Treasurer Authorization Form and attending a Treasurer Orientation, you are a fully authorized treasurer! We will be sending out budget templates on June 30th, however only to those who have been fully authorized.
Once you are fully authorized, you will receive a budget template on May 31st. Please do not fill out your own budget; wait for us to send you the template. Budgets are due on June 30th. 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.
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 on AMS Clubhouse. 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.
Every AMS Club has to submit certain information to the AMS for administrative purposes, to process transactions, etc. The Finance Department Policy Guide possesses information pertaining to the workings of different administrative processes, and should be consulted by treasurers when uncertainty regarding a process arises. You can find all of the important forms you need at the island outside the AMS Front Desk on the 3rd floor of the Nest. All forms must be submitted in person to the AMS Front Desk.
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
2018-2019 Fiscal Year
2017-2018 Fiscal Year
- Financial Report for 2017 – 2018
- Q3 Financial Report for 2017 – 2018
- Q2 Financial Report for 2017 – 2018
- Q1 Financial Report for 2017 – 2018
- Budget Submission to council in June 2017
2016-2017 Fiscal Year
- Financial Report for 2016 – 2017
- Budget Reforecast 2016 – 2017
- Budget Submission to council in June 2016
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|
|Cathy Chaye/ Christine Tu
|Processes cash reimbursements.|