Sponsorship billing

Some UBC students have a portion of their UBC fees paid by a sponsor such as an Aboriginal community, employer, or government agency. This is called sponsorship billing.

Information for students

To have an organization sponsor your studies at UBC, they will have to meet the required criteria and apply before the start of term. For any changes to the sponsoring agency or amount sponsored, you will need to submit a new form.

How it works

  1. Your sponsor must complete the online application form before the start of term. (for sponsors without internet, please continue to submit the PDF form)

    Go to the Sponsorship billing application form
    Sponsorship Third Party Billing Form (pdf)
     
  2. Once we receive the form, we 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 for the duration of the sponsorship agreement and/or the time which your sponsorship is being covered. 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/scholarships, grade information and any other items that may be associated with your study. Please email questions to ubc.sponsorship@ubc.ca if there are any specific questions.

Next steps

  • After your account is updated, we will defer your registration deposit and add it to the invoice that we send your sponsor. You will not need to pay your registration deposit before you register.
  • We will send your sponsor an invoice at the end of the first month of each term: late September and late January for Winter Session Term 1 and 2 courses, and late May and late July for Summer Session courses.
  • Your sponsor has one month to pay the invoice. We will send you a copy of the invoice by email, and you will also be able to see each invoice in your Student Service Centre (SSC) message centre.
  • Once we receive your sponsor's payment, we will apply it to your tuition and fees and send you an update by email.
  • 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 in your Student Service Centre (SSC) account 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 which means you won't be able to make changes to your registration, view grades, or order transcripts. There will also be a $35 fee 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.
  • Stay up to date on fees for things like extended health and dental coverage that may not be covered by your sponsor. You won't receive a bill if there are charges and you will have to pay these fees 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 these fees.
  • If your sponsor requires more information (such as transcripts), you are responsible for providing it to them.  

Information for sponsors

Sponsorship eligibility

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 sponsorship.

Sponsors can be Government Agencies, Companies, Aboriginal 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. Once our office receives the application, we will update the student’s account within 2 business days and send an email to let them know when it was added.

How it works

  • As a sponsor, you will only receive an e-mail 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 up to date on their progress, or if you require transcripts, etc, 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/fees, we can help you 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/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 as UBC can only assess tuition and fees in Canadian funds. Please email ubc.sponsorship@ubc.ca if you have any questions on foreign currencies and exchange rates.

Dates and deadlines

You will receive invoices at the end of the first month of each term: in September and late January for Winter Session courses, and in late May and late July for Summer Session courses. This helps ensure the accuracy of the invoice, as students may change their registered courses early in the term.

Invoices are due upon receipt. If your payment will be delayed, please contact the Sponsorship Billing Coordinator in order to make sure the student is not penalized for a late payment.

If you are unable to apply before the deadlines listed below, please contact the Sponsorship Billing Coordinator.

Session Dates Deadline
Summer Session May - August April 1
Winter Session (term 1 and 2) September - April August 1
Term 2 (new students only) January - April November 1
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