Glossary of Terms

The following terminology and definitions have been identified as important for establishing an aligned understanding of their specific usage in a UBC context.

Links to external sources have also been provided to support the comprehensiveness of certain definitions.

ABA Routing Transit Number

Nine-digit number for wire to US.

Automated Clearing House (ACH)

An ACH transaction is an Electronic Funds Transfer (EFT) between bank accounts using a batch processing system.

Bank State Branch (BSB) Code

Six-digit number for wire to Australia.

CFI “In-Kind Contributions” Discount

In-kind contributions are defined as eligible non-monetary resources that external partners provide to eligible projects. Those contributions may be recognized by the CFI if deemed essential to an infrastructure project.

In-kind contributions may include, in whole or in part, the value of capital items that eligible external partners donate to the eligible institution, such as equipment, facilities, and space to house and service the infrastructure.

Certain non-capital eligible costs needed to bring the infrastructure into service, such as professional services and training, may also be included as in-kind contributions.

In-kind contributions must be eligible contributions to the acquisition and development of infrastructure, not to the operating costs of research.

The CFI has recently revised the guidelines to assist institutions in the valuation of in-kind contributions (see section 4.8).

Change Order (CO) 

A written request to modify a contract, Purchase Order, or agreement.

Conflict of Interest

A situation in which financial or other personal considerations have the potential to compromise or bias professional judgment and objectivity. An apparent conflict of interest is one in which a reasonable person would think the professional’s judgment is likely to be compromised. It is important to note a conflict of interest exists whether or not decisions are affected by a personal interest; a conflict of interest implies only the potential for bias, not a likely hood.

It does not mean the employee has acted on the conflict; it only means that the conflict exists, such as when a potential vendor is owned by a relative of the employee making the procurement decision. In a perceived conflict of interest, the employee holds a position where he can appear to influence or be influenced.

Corporation

A corporation (also called "company") is a legal entity that has its own legal personality which is distinct from its owners (called shareholders) and the individuals who manage and run its affairs and business (called directors and officers). The creation of a corporation occurs following the proper filing of Articles of Incorporation (also called a Charter or Certificate of Incorporation) with the relevant government department or authority. Link to external source.

CRA Business Registration Number

A Business Registration Number is a nine-digit number assigned to a business, incorporated company or society by the Canada Revenue Agency (CRA). The number identifies the business or organization when interacting with federal, provincial and local government programs. Link to external source.

CRA GST Number

Is the same nine-digit Business Registration Number assigned to a business, incorporated company or society by the Canada Revenue Agency (CRA). The number identifies the business or organization when interacting with federal, provincial and local government programs and indicates that this business/company is registered to collect GST/HST on the goods/services they provide. The GST/HST# should be clearly identified on every vendor invoice that is charging GST/HST.

DBA “Doing Business As”

The operating name of a company, as opposed to the legal name of the company. An independent contractor sole proprietor, who operates under another business name other than their given name can be denoted as follows e.g. JOHN SMITH DBA Ontime Consulting Services.

Incoterms 2010 (Freight Terms)

Unless otherwise specified in the Purchase Order, all deliveries of Goods will be made on terms "DDP" (Delivered Duty Paid to a named place of destination), as that term is defined in the Incoterms 2010 published by the International Chamber of Commerce. As a result, the Supplier will bear all risks and costs, including duties, taxes and other charges, of delivering the Goods, cleared for importation, to UBC's named destination.

Individual

A person acting as an independent contractor providing goods or services in exchange for a fee. They are not considered an employee of the University and do not receive employee benefits. They operate typically as a consultant under their given name as a sole proprietor. They do not do business under “business or company name” other than their given name; not a limited liability corporation or incorporated company.

International Bank Account Number (IBAN)

IBAN is a standard way of identifying an account for the purpose of improving the efficiency and speed of cross border payments. An IBAN is required for payments to European.

Legal Business Name

The name of the entity that appears on all official documents or legal papers. It can be different to the vendor's operating name.

Provincial Incorporation Number

This is NOT the vendor's nine-digit CRA registered Business Number (BN) or GST / HST #. This is the vendor's six-digit incorporation number that is typically referenced on incorporation papers. This proves incorporation status, but does not indicate that the vendor is registered with the CRA for tax purposes.

Resident of Canada (for tax purposes)

Residency status. You are a factual resident of Canada for tax purposes if you keep significant residential ties in Canada while living or travelling outside the country. The term factual resident means that, although you left Canada, you are still considered a resident of Canada for income tax purposes. See the following CRA website for more details.

Sole Proprietor

The sole proprietorship is the simplest business form under which one can operate a business. For these, one person performs all the functions required for the successful operation of the business and assumes all the liabilities. The sole proprietor is said to be self-employed. The sole proprietorship is not a legal entity. It simply refers to a person who owns the business and is personally responsible for its debts.

Sort Code

Six-digit number for wire to UK.

Speedchart

UBC cost center, a four-digit alpha code assigned to each department or unit.

Statement of Work (SOW)

The SOW outlines specific services a vendor is expected to perform, by indicating the type, level and quality of service, the deliverable(s), as well as the time schedule required.

SWIFT / BIC Code

(Society for Worldwide Inter-bank Financial Telecommunication). Also known as BIC Code (Bankers Identifier Code): contains either eight or eleven alphanumeric characters.

Vendor Name

The registered business name and/or legal entity in which a vendor enters into contracts. This applies to sole proprietors and limited liability corporations (incorporations) and partnerships.

  • For vendors that are registered with a CRA Business Registration Number (BRN) or GST / HST #, your company / vendor name should match that registered name.
  • For Canadian individuals doing business as a sole proprietor, using their personal name (e.g. John Smith), and providing UBC with their Canadian SIN#, your vendor name is your personal name that matches your SIN #
  • If you are an individual who does business as a sole proprietor and is “doing business as” (DBA) another name other than your personal name, your vendor name should still be your personal name, but with the additional information of your DBA added.
Vendor vs. Supplier

The terms “Supplier” and “Vendor” are used interchangeably.