UBC recently launched its new Accounts Payable (AP) system, Ascend, an important step toward modernizing invoice processing and enhancing integration with Workday.
Ascend is fully integrated with Workday and uses automation to streamline the invoice triage and entry process across both UBC Vancouver and Okanagan campuses.
What’s changing for the UBC Community?
- Standard invoicing and Workday procedures remain the same. Learn more
- Invoice attachments must now be submitted in PDF, JPEG, or TIF formats only
- You will now see error messages in Workday if you try to change certain invoice fields (Supplier ID, Remit to Connection, Invoice Number, Amount, Currency). These fields can no longer be edited after capture in Ascend. Please return the transaction to AP with notes if corrections are needed
- Non‑PO invoices from Ascend will default to a Department/Unit Coding. During coding in Workday, requestors (or delegates) must review and replace this default with the correct spend category aligned to their budget and CRA/FIA requirements
As the Accounts Payable team transitions to this new system, you may notice slightly reduced service levels while workflows are finetuned. We appreciate your patience during this adjustment period. Learn more about the transition
Information For Suppliers
- All electronic invoices should be submitted to ubc.invoices@ubc.ca. PDF format is preferred. JPEG and TIF formats are also accepted
- Paper invoices can be mailed to:
The University of British Columbia
Attn: Requestor name (the name of your UBC contact)
Technology Enterprise Facility 3 (TEF3), 5th Floor 6190 Agronomy Road
Vancouver BC V6T 1Z3
- All invoices sent to UBC must include the following:
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- UBC Purchase Order (PO) number: This is required for all invoices, where applicable. If a PO number is not available, ensure your invoice also includes the name of your UBC requestor and their department.
- Remit name: Address all invoices to “The University of British Columbia (UBC).”
- Accurate supplier details: Ensure the supplier name and address on each invoice exactly matches the information provided during your account set-up with us.
- Learn more about UBC’s invoicing standards and payment options.
Thank you for your continued support as we work to improve financial services for the UBC community.