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Accounting and Payment Types: Web Service

Accounting Overview

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

You can associate multiple financial accounts with your ePayment account by either overriding the default GL code stored within ePayment, or splitting the transaction into different GL codes.

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 overriding and splitting

With e-Payment Web Service, it is recommended that you provide a default FMS account to be stored at ePayment; however this can be supplied at the time of each individual transaction. Doing so will override this default account. ePayment Web Service  will allow also splitting of the funds from each individual transaction into multiple FMS accounts. Please ask your Developer to review the Web Service Account Code technical information.

Account updates

If you need to update the accounting information and your website/shopping cart is overriding the default FMS account and/or also splitting the funds, then you will need to contact your Developer to update the FMS account stored on your website/shopping cart. You may also need to send your request to the ePayment Support team to update the default FMS account as well, if you have provided it.

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 Web Service allows for the processing of credit card (VISA or MasterCard) and Interac Online transactions. You can choose to restrict the payment type to only credit card or Interac Online. This can be done on a transactional level. Please ask your Developer to review the Payment Type information in the Developers section.

Please note:

  • Credit card payments will be processed in real time.
  • Interac Online® payments will be processed in real time.

Payment Type Pricing

Please view the price schedule here.

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