Staff - Union
CUPE 2950
CUPE 2950 Salaried - Financial Proc. Spec 5 (Gr7)
Payment Handling Clerk
Accounts Payable Leadership | Accounts Payable | Supply Management | Financial Operations | VP Finance and Operations
$4,594.00 - $4,827.00 CAD Monthly
July 28, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff, and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Payment Handling Clerk is responsible for overseeing, canceling, reissuing, and correcting failed payments and managing various complex payment account categories across the campus community. This position will provide simple advice in respect of the tax treatment of Non-resident withholding tax on services and royalties.
Organizational Status
This position reports to the Accounts Payable Manager and sits within the Financial Operations department. This position will work closely with the Treasury and Revenue Accounting, Accounts Payable, and Customer Support areas to provide support for the campus community.
Work Performed
1. Handles failed payments initiated by Accounts Payable, and works with the departments to correct bank account information. Downloads reports from RBC Portal and identifies payments and the reason for failure. Communicates information with the initiating department so they work with payees to resolve the issue. Works with Supplier Setup group and International Payments group to update banking information in supplier files in Workday.
2. Cancels and/or reissues cheques and/or electronic fund transfers in a timely manner to prevent unauthorized depositing of funds. Works with Treasury to reissue cheque payments in escheated status.
3. Handles the University's various payment acknowledgement categories, such as customer refunds, expense payments and cash advance payments.
4. Handles payment enquiries and payment tracking (including RBC to provide cheque images as proof of payment
5. Calculates and approves the complex application of Non-Resident Withholding Tax for supplier invoices and expense reports. This may include the cost recovery of withholding tax, if required.
6. Reviews, calculates and applies the correct withholding tax amount based on eligibility for the simplified waiver for suppliers.
7. Makes recommendations on the tax treatment of Non-resident withholding tax on services and royalties. Escalate queries to the appropriate channels as required.
8. Reviews and generates tax forms and works with the admin team to ensure tax forms are printed and mailed out on a timely basis.
9. Supports the generation of non-resident XML files for CRA's annual submission.
10. Reviews TRANR and NR4s produced at year-end in relation to software payments.
11. Reviews T4ANR, NR4 and AP T4A tax forms and produces tax form amendments, cancellations or replacements as required.
12. Payment Production (AP, Payroll, Express Cheques, USD, EFT, etc.), generating files for transmission to the Bank, and Cheque Printing & Mailing.
13. Cheque Distribution Activities including redirects & handling.
14. Maintain cheque register, cheque stock and MICR toner; Maintenance of cheque printers and mailing machines
15. Participate in process improvement projects (Reduce Cheque printing, Supplier EFT conversion, etc)
16. Maintain Standard Operating Procedures of all Payment Handling processes
17. May be required to work certain evenings, weekends and holidays due to strict deadlines
18. Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff
19. Carries out other related duties and assignments as directed by Reporting Manager
Consequence of Error/Judgement
Incorrect or delayed payment of taxes can have significant financial consequences including fines and penalties. Actions taken or ignored by the Payment Handling Clerk have a direct impact on how efficiently and effectively systems and processes will perform and function. Errors in execution, judgment, poor analysis, conveyance of misinformation, incomplete information to customers, or failure to act decisively could have a detrimental effect within Financial Operations, and on the campus at large. Failure to uphold the University's Mission Statement and ethical principles could result in a loss of confidence in the Accounts Payable function within the UBC community.
Supervision Received
Reports to the Accounts Payable Manager. Organizes and prioritizes workload to meet service needs within guidelines.
Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff
Minimum Qualifications
High school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience working in tax and an accounting environment. Proficiency in data entry. Detail-oriented with analytical and technical problem-solving skills. Must possess the ability to exercise tact and discretion. Effective organizational, oral, and written communication skills required. Must be able to multitask, set priorities, manage workflow effectively, and meet deadlines. Must have effective interpersonal and customer service skills. Must be able to work independently and in a team environment. Ability to maintain accuracy and attention to detail. Computer experience required in MS Office: Excel (intermediate level). Workday experience preferred.
