Delivering to UBC
Include Purchase Order (PO) numbers on all delivery items and documentation and ensure proper delivery through Canadian Customs
PO numbers on delivery documentation
Suppliers should include PO numbers on delivery documentation/packing slips if applicable.
To facilitate the payment of purchase-order-related invoices, requestors will confirm in Workday successful delivery of their orders. Providing the UBC PO number on delivery documentation/packing slips will expedite receipt and payment.
Transport
All shipments entering Canada must be cleared through Canada Border Services Agency (CBSA) prior to their delivery to the University. Shipments valued at $20.00 CAD or greater are eligible for payment of duties and/or taxes and require a formal release entry to clear Customs. All shipments consigned to UBC are reported to the Canada Border Services Agency (CBSA). UBC’s customs broker, Thomson Ahern International, holds Power of Attorney to clear customs shipments, prepare customs documentation, and pay duties and taxes on behalf of UBC.
To ensure that a supplier’s inbound packages are cleared and not held at the border, the following information is required on the Waybill and/or Commercial Invoice (declaring value for customs, and not purposed for payment):
- Bill of Lading, customs documents, and NAFTA Certificate of Origin
- Commercial Invoice or Canada Customs Invoice (CCI)
- UBC driver worktag (program/project/grant/gift) or PO number must be indicated to cover customs, duties and brokerage fees
- Country of Origin (where the item was manufactured)
- Contact name of the receiver of goods, contact phone number and contact email address
Failure to reference either the UBC driver worktag (program/project/grant/gift) or PO number on documentation related to the purchase will result in delays to the shipment. Shipments without a valid NAFTA Certificate of Origin will be charged the full rate of duty.
How to manage perishable shipment
To manage items that are on dry ice, or other perishable items that need to cross the border:
- Ensure shipment on a Monday or a Tuesday, for arrival at the border or airport on Thursday morning the latest, so all items can clear customs and be delivered before the weekend.
- Take into account statutory holidays that fall on a Friday.
- The UBC speedchart must be referenced on all paperwork to avoid delays.