Invoicing Standards

To ensure timely payment processing, review the details that should be included on an invoice when submitting to UBC

Supplier information to be included on the invoice: 

• Supplier (payee) name and remittance address. If Canadian GST is charged, this name must match the name on file with the CRA for tax purposes. 
• Any additional supplier (payee) contact information, including phone number and email address. 
• If Canadian taxes are charged: 
  • Include tax charged per taxation type (i.e. GST, PST, QST, HST). Per CRA regulations the separate tax amounts must not be combined into one line item. 
  • Include a valid GST number. 
• A unique invoice number. If no unique invoice number is provided, one will be created by UBC — however this will impact supplier ability to inquire as to payment status, and match UBC’s payment to your records. 
• Invoice date. If an invoice date is not provided, UBC will use the date the invoice is processed in our system, which may impact the timeliness of payment. 
• Description of the items being billed. Line item unit, quantity, and price must be included. 
• Total amount of the invoice including currency. If no currency is indicated, UBC will assume the currency of the supplier’s remittance address. 

UBC information to be included on the invoice: 

• A “Bill to” line of either: 
  • The University of British Columbia-Okanagan (or UBCO) 
  • The University of British Columbia (or UBC) 
• A valid UBC Purchase Order number. If no Purchase Order was issued, the name of the UBC requestor. Please note that UBC students are not permitted to place orders on behalf of the university. 
• If a UBC PO is issued for the purchase, the invoice line items must match the PO line items exactly for those items that are being billed. In the event that UBC is unable to match the supplier invoice to our PO, it will either delay payment, or the invoice may be returned to the supplier, unpaid, with a request to rebill accordingly. 

Invoicing process 

• Ensure invoicing standards are met: Before invoices can be processed, suppliers must adhere to the appropriate invoicing standards (e.g., ‘Billed to UBC’ must be present, valid Workday PO or a ‘requestor’ name on all invoices).  
• Invoices should be sent electronically to ubc.invoices@ubc.ca. If required, suppliers may still mail a hard copy directly to Accounts Payable. This email address is automated and any communication or information beyond the invoice will NOT be viewed or actioned. You will receive an auto-response with this reminder after sending the email.