If you're planning to sponsor a student, you cannot be an individual, parent, or other relative. If a sponsor or any third party vendor is reimbursing tuition and fees directly to the student, then this is not a sponsorship.
Sponsors can be Government Agencies, Companies, Indigenous bands, or other organizations. 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.
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.
UBC has the right to refuse sponsorship or sponsor payments. Please be aware that contracts or payments from a person, company, or government department could be refused due to rules and regulations implemented by the Canadian government.
How the application process works
- As a sponsor, you will only receive an email if your application is refused or if 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 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 and it will be forwarded to the appropriate department on your behalf.
Sponsors using US currency
UBC can accept payments in either 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 that UBC processes the payment. UBC cannot use the exchange rate provided by the sponsor.
Sponsors who want to avoid any exchange rate discrepancies are recommended to send funds in Canadian funds only. UBC cannot control the fluctuation in the US and Canadian currency exchange rate, which sometimes can change within the same day.
When setting a sponsorship contract dollar limit, if applicable, 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 email email@example.com if you have any questions about foreign currencies and exchange rates.
In keeping with Canada Revenue Agency guidelines, it is the responsibility of the sponsoring organization to issue a T4A tax receipt to their sponsored students. UBC does not provide this service.
Dates and deadlines
Sponsors should submit their sponsorship billing applications by the dates below. If you are unable to apply before the deadlines, please contact the Sponsorship Billing office at firstname.lastname@example.org.
||May to August
|Winter Session Term 1
||September to December
|Winter Session Term 2
||January to April
All sponsors will receive invoices after the add/drop deadline, also known as the course change date, of each term:
- Winter Session Term 1: late September
- Winter Session Term 2: late January
- Summer Session: late May or mid-July
This helps to make sure the invoice is correct, since students may change their registered courses before the course change date.
Payments are due within 30 days upon receipt and can be made by cheque, wire, or electronic funds transfer (EFT). If your payment will be delayed, please contact the Sponsorship Billing office at email@example.com so that the student is not penalized for late payment.