All ePayment transactions are posted to general UBC bank accounts. Funds are then distributed to the relevant department automatically using Accounting Journals to Workday. The appropriate accounting journals are automatically generated by ePayment using the accounting information provided when you request set up the ePayment merchant code/account.
Although Workday uses workday tags, ePayment is still operating using GL codes from the legacy FMS system. There is a translation layer that maps the GL codes to the appropriate workday tag. For more information regarding workday tags, contact the person with a Cost Centre accountant(CCA) role in your faculty/department. For more information, visit UBC Finance: https://finance.ubc.ca/changes-finance-processes
Each ePayment VT can only be associated with one GL code for that merchant code.
GL Code / legacy FMS accounting Information
You will need to provide the following GL codes in legacy FMS account format:
| Mandatory? | Format | |
|---|---|---|
| fund code | Yes | alphanumeric |
| dept code | Yes | numeric |
| program | No | alphanumeric, must be 5 digits long |
| project id | Yes | alphanumeric |
| account number | Yes | numeric |
Example: Department ABC has
- fund code = F0000
- dept code = 123010
- program = CINEP
- project id = 12F30103
- account number = 465730
Account Updates
If you need to update the accounting information, please send your request to the ePayment Support team.
Note: the GL code provide must have a matching workday tag. if you are not sure, please contact the person with a Cost Centre accountant(CCA) role in your faculty/department.
If the translation layer cannot validate the GL code, then we will contact you to provide a correction as the transaction will NOT be uploaded to Workday until the issue is resolved. You may be asked to work with ISC (Integrated Service Centre). Please review https://finance.ubc.ca/changes-finance-processes for more information.
Payment Types
ePayment Virtual Terminal allows for the processing of credit card (VISA or MasterCard).
Please note:
- Credit card payments will be processed in real time.
Payment Type Pricing
Please view the price schedule here.
