Payment Handling Clerk - UBC, Vancouver

AI Summary

The Payment Handling Clerk at UBC in Vancouver is responsible for overseeing, correcting, and reissuing various complex payments across the campus community. This role provides essential support for financial operations, particularly in managing accounts payable processes and advising on non-resident withholding tax. Key duties include handling failed payments, cancelling cheques, processing customer refunds, and generating critical tax forms. Successful candidates will possess high school graduation, an Accounting or Payroll CPA Level 1 certificate, and four years of related experience in payment handling.

Role Overview and Responsibilities

As a vital member of UBC's Financial Operations department, the Payment Handling Clerk plays a crucial role in ensuring the accurate and timely processing of financial transactions. This position involves the meticulous handling of failed payments, working collaboratively with departments to correct bank account information and update supplier files in Workday. A significant aspect of the role includes the cancellation and reissuance of cheques and electronic fund transfers, a critical function to prevent unauthorized depositing of funds and manage escheated payments with Treasury. The clerk will also manage various payment acknowledgement categories, such as customer refunds, expense payments, and cash advance payments, ensuring all transactions are processed efficiently.

A key responsibility involves calculating and approving the complex application of Non-Resident Withholding Tax for supplier invoices and expense reports, including the potential cost recovery of withholding tax. This requires a strong understanding of tax regulations and the ability to review, calculate, and apply the correct withholding tax amount based on eligibility for simplified waivers. The Payment Handling Clerk will also make recommendations on the tax treatment of non-resident withholding tax on services and royalties, escalating queries when necessary. Furthermore, this position supports the generation of non-resident XML files for CRA's annual submission and reviews various tax forms like TRANR, NR4s, T4ANR, and AP T4A, producing amendments or cancellations as required. The role also encompasses payment production activities, including generating files for bank transmission, cheque printing and mailing, and managing cheque distribution and handling. This includes maintaining the cheque register, stock, and MICR toner, alongside the maintenance of cheque printers and mailing machines. The clerk will also formally train new staff on work procedures and oversee the work of students or temporary staff, contributing to the team's overall efficiency and knowledge base.

Qualifications and Impact

To excel in this Payment Handling Clerk position, candidates must possess a high school graduation along with a Certificate in Accounting or Payroll CPA Level 1, complemented by four years of related experience, or an equivalent combination of education and experience. Preferred qualifications include experience working in a tax and accounting environment, demonstrating proficiency in data entry, and exhibiting strong analytical and technical problem-solving skills. The ability to exercise tact and discretion, coupled with effective organizational, oral, and written communication skills, is essential for managing payment enquiries and communicating with various stakeholders.

The role demands a detail-oriented individual who can multitask, set priorities, manage workflow effectively, and consistently meet strict deadlines, especially given the critical nature of payment and tax processing. Maintaining accuracy and attention to detail is paramount, as incorrect or delayed payment of taxes can lead to significant financial consequences for the University, including fines and penalties. Errors in judgment, poor analysis, or the conveyance of misinformation regarding accounts payable or tax matters could detrimentally impact Financial Operations and the wider campus community. The Payment Handling Clerk's actions directly influence the efficiency and effectiveness of financial systems and processes, making this a position of considerable responsibility within UBC. Proficiency in MS Office, particularly intermediate Excel, is required, with Workday experience being a preferred asset. This position offers an opportunity to contribute to process improvement projects, such as reducing cheque printing and enhancing supplier EFT conversion, further streamlining payment handling operations.