Working together to ensure proper and timely payments to payees

Fair and timely processing of payments to payees, including vendors and suppliers, is a priority of the Accounts Payable (AP) team in UBC Finance.

To ensure timely payments and proper financial reporting, we ask all payees to send their invoices directly to the AP team at ubc.invoices@ubc.ca.

In an effort to further reduce delays in payment processing, when invoices are not submitted directly to AP, payees will now be notified through an automated email notification, which also provides helpful resources on UBC’s invoicing standards.

What can payees do?

Please send all your invoices to the AP team via ubc.invoices@ubc.ca. Make sure to review UBC’s invoicing standards before submitting your invoice.

Our data shows that invoices that are sent to staff or departments instead typically experiences a 2-week delay in review and processing. In fact, many invoices do not reach the AP team until after the due date.

What can UBC staff do?

Here are some steps UBC staff can take to ensure accurate and timely payments for payees:

• Set up your payees: Ensure your payees are set up in Workday before they issue an invoice to UBC when possible. For more information, visit the Supplier Setup page.
• Set up delegation in Workday: Encourage individuals in your area who are not normally involved in the Coding process (Faculty, PIs, Executives, etc.) to delegate the Coding step to a more appropriate individual. You can find more information about Invoice Coding delegation in the How do I set up delegation guide in the Workday Knowledge Base.
• Avoid providing contradictory instructions to payees: While some departments have additional steps or processes around invoice approval, we ask that these steps take place within the Workday business process rather than outside of the system to avoid confusion and duplicate invoice submissions.
• Avoid creating an invoice on behalf of a payee: When invoices are created on behalf of payees and submitted to ubc.invocies@ubc.ca, it can be misleading to AP in terms of the ownership of the document — and to payees when they receive an automatic email notification about an invoice they did not create. For vendors without invoices, please refer to the Create Supplier Invoice Request guide in the Workday Knowledge Base.

Thank you for working with us to ensure payees of UBC are paid fairly and timely.