Information for sponsors

About sponsorship billing

Some UBC students have a portion of their UBC fees paid by a sponsor, such as an Indigenous community, employer, or government agency. This is called sponsorship billing. Sponsors must meet the required criteria and apply before the start of the term. The sponsor should notify the Sponsorship Billing office if there are changes to the sponsoring agency, the coverage amount, or their contact information.

Important updates to the sponsorship billing process

UBC is in the process of transitioning to a new Student Information System called “Workday” for all operations. As a sponsor, you will experience changes to the invoice process starting Sep 1, 2024.

If you plan to sponsor a student for the 2024 Winter Session, please follow the important instructions below:

Settle outstanding charges and fees
Please pay all outstanding fees for the 2024 Summer Session (2024S) and previous terms.
Update your contact information
Check that your contact information is up-to-date with UBC. If there are any changes to your email address, phone number, or mailing address, please contact the Sponsorship Billing Office as soon as possible to avoid missing out on critical communications related to sponsorship.
Read the FAQs on Workday for Sponsorship
You’re encouraged to review the Frequently Asked Questions (FAQ) document emailed to you by the Sponsorship Billing team to navigate the sponsorship process in Workday. These FAQs will provide information on changes, new processes, and potential challenges sponsors may encounter during and after the transition.

Eligibility criteria for sponsors

If you plan to sponsor a student, you cannot be an individual, parent, or relative. You must be a government agency, company, Indigenous band, or other organization. If a sponsor or any third-party vendor reimburses tuition and fees directly to the student, this is not sponsorship.

Sponsors are invoiced each term for the costs they agree to and pay UBC directly for these fees. All sponsors must submit an online Sponsorship Billing Application for each student they wish to sponsor or a group of students who fall under the same sponsorship criteria. If you are unable to apply online, please send a completed Sponsorship Third Party Billing Form (pdf) to the Sponsorship Billing Office.

Starting Sep 1, 2024, the sponsorship billing process will change, as a result of UBC’s upcoming transition to the new student information system, Workday. Please keep your contact information up-to-date, as you’ll receive important updates through email.

UBC has the right to refuse sponsorship or sponsor payments. Please be aware that contracts or payments from a person, company, or government department can be refused due to rules and regulations enforced by the Canadian government.

Accepted currency

UBC can only accept payments in Canadian or US funds. No other foreign currency is accepted. All US funds received by UBC will be converted to Canadian funds using the daily exchange rate provided by the UBC Finance Office on the date UBC processes the payment. UBC cannot use the exchange rate provided by the sponsor.

Sponsors who want to avoid exchange rate discrepancies should only send funds in Canadian funds. UBC cannot control the fluctuation in the US and Canadian currency exchange rates, which sometimes can change within the same day.

If applicable, when setting a sponsorship contract dollar limit, the sponsor can only set dollar limits in Canadian funds. Any foreign currency limits will be converted into Canadian funds since UBC can only assess tuition and fees in Canadian funds. Please contact the Sponsorship Billing Office if you have any questions about foreign currencies and exchange rates.

Tax receipts

In keeping with Canada Revenue Agency guidelines, the sponsoring organization must issue a T4A tax receipt to their sponsored students. UBC does not provide this document.

How the application process works

Sponsors must complete the online application form before the start of the term. Sponsors who are unable to complete the online application can submit a paper Sponsorship Third Party Billing Form (pdf) and return it by fax to 604 822 5816.

Sponsors can apply to support a student for as short as one term or over multiple years. Sponsors are asked to specify the duration of the sponsorship on the application form. Sponsors with a multi-year contract do not need to submit a new application every term or session.

Sponsors who support a student for one term only but determine later that they can continue the sponsorship are asked to submit a new application. Contracts do not automatically renew.

If you wish to sponsor a student for books and supplies or housing in addition to tuition and student fees, UBC can help you to arrange this. You can indicate this on the sponsorship application form, which will be forwarded to the appropriate department on your behalf.

Once the Sponsorship Billing Office receives your form, they will update your account and let you know your next steps.

Application deadlines

Sponsors should submit their sponsorship billing applications by the dates below. If you’re unable to apply before the deadlines, please contact the Sponsorship Billing Office.

Academic Session	Dates	Deadline
Summer Session	May to August	April 1
Winter Session Term 1	September to December	August 1
Winter Session Term 2	January to April	November 1

After you submit your sponsorship billing request

Once the Sponsorship Billing Office receives the application, they will update the student’s account within 2 to 3 business days and send a confirmation email to the student when the sponsorship is added.

The office will also send you a copy of the invoice by email after the add/drop deadline of each term:

Winter Session Term 1: late September
Winter Session Term 2: late January
Summer Session Term 1: late May
Summer Session Term 2: mid-July

Communication with students

As a sponsor, you will only receive an email if your application is refused or we have questions about the sponsorship details.

If the conditions of your sponsorship include having the student keep you updated on their progress, or if you require transcripts and more, you will need to ask the student to send these directly to you.

If you have questions

For more information, email the Sponsorship Billing Office at ubc.sponsorship@ubc.ca. We appreciate your patience as there may be potential delays in email responses.

To submit a form by fax, please use the fax number 604 822 5816.