Sponsorship billing

Overview

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.

To have an organization sponsor your studies at UBC, they will have to meet the required criteria and apply before the start of term. The Sponsorship Billing office should be notified by the student and sponsor right away if there are changes to the sponsoring agency or the coverage amount.

How the application process works

  1. Your sponsor must complete the online application form before the start of term. If your sponsor doesn’t have Internet, please have them submit the Sponsorship Third Party Billing Form (pdf) and return it by fax to 604 822 5816.
  2. Once the Sponsorship Billing office receives the form, they will update your account and let you know your next steps.
  3. By setting up or entering into a sponsorship agreement, you are agreeing to allow UBC to share information from your student account directly with your sponsor. Information that can be shared with your sponsor includes, but is not limited to, your registered courses, program information, tuition and fee assessments, awards, bursaries or scholarships, grade information, and any other items that may be associated with your study. Please email ubc.sponsorship@ubc.ca if you have any specific questions.

After you submit your sponsorship billing request

The Sponsorship Billing office will send your sponsor an invoice after the add/drop deadline of each term:

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

Your sponsor has one month to pay the invoice. The Sponsorship Billing office will send you a copy of the invoice by email, and you will also be able to view each invoice in your Student Service Centre (SSC) through the Message Centre.

Once the Sponsorship Billing office receives your sponsor's payment, they will apply it to your tuition and fees and email you an update.

It is your responsibility to pay any tuition and fees that your sponsor elects not to pay by the tuition due date. Check “Sponsorship Billing” under Finances in your Student Service Centre (SSC) to see what isn't covered by your sponsor. You will be responsible for the payment of any remaining balance by the tuition due date.

If your sponsor doesn't pay the invoice by the deadline, or if there is an outstanding balance on the portion for which you are responsible, your student file will be placed on financial hold. At that point, you won't be able to make changes to your registration, view grades, or order transcripts. There will also be late payment fees charged to your account.

Your responsibilities as a student

  • Do not delay payment of fees in anticipation of sponsorship. If late payment charges accrue before a contract has been authorized, they will not be reversed. While sponsors typically do not cover late payment penalties, they may agree to do so if the fees are a result of the sponsor sending in a late application.
  • You will need to pay for charges and student fees not covered by your sponsor, such as extended health and dental coverage. Please reach out to an Enrolment Services Advisor if you're unsure about the fees that you owe, or you may be assessed late payment penalties.
  • If you have extended health and dental coverage elsewhere, you can opt out of the AMS/GSS plan. If you do not opt out before the deadline, you will be responsible for paying these fees by the deadline.
  • If your sponsor requires more information, such as transcripts, you are responsible for providing it to them.  
  • Additional charges, such as shipping fees for textbook orders through the UBC Bookstore, are your responsibility, unless specified by the sponsor. Sponsors will not be invoiced for charges that haven’t been agreed upon in writing to the UBC Sponsorship Billing Office. For any questions, email ubc.sponsorship@ubc.ca.

Information for sponsors

If you're planning to sponsor a student, individuals, parents, and other relatives are not eligible to act as sponsors. 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.

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, we can help you to arrange this. You can indicate this on the sponsorship application form and we will forward it 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 ubc.sponsorship@ubc.ca if you have any questions about foreign currencies and exchange rates.

Dates and deadlines

Application 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 ubc.sponsorship@ubc.ca.

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

Payment deadlines

All sponsors will receive invoices after the add/drop deadline of each term:

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

This helps ensure the accuracy of the invoice, since students may change their registered courses early in the term.

Payments are due within 30 days upon receipt. If your payment will be delayed, please contact the Sponsorship Billing office at ubc.sponsorship@ubc.ca so that the student is not penalized for late payment.

Band sponsorship

If you are an Indigenous student receiving band sponsorship, consider the following:

  • Housing
    If you are receiving band funding for four years of on-campus housing, one question to ask your band is whether you could still be funded if you chose to live off-campus.
  • If you are in a co-op program
    If you are are participating in a co-op program and need an additional year to finish your degree, check with your band about continued funding for your fifth and last year, or if this makes you ineligible for continued sponsorship.
  • Other costs
    If band funding is not enough to cover all your costs, look at other financial options available to you.

If you have questions