UBC Facilities is responsible for the planning, development, renewal, and renovation of campus facilities at both UBC Vancouver campus and Okanagan campus. We collaborate with campus partners and stakeholders, such as the UBC Office of the Provost & Vice-President Academic, Campus & Community Planning, Treasury, Student Housing & Community Services and UBC Properties Trust (UBCPT), to provide stewardship for all institutional facilities projects.

Facilities’ Project Services provide project management services for renovations, renewals and modernization of buildings and campus infrastructure ranging in size from $50,000 to $100 million dollars. For major new building projects, Facilities engages with UBCPT to manage the design and construction.

Some of the services provided by the departments responsible for project delivery are core funded; others are customer funded. Learn more about our Services.

Project Process

The project management process is broken down into six key phases: initiation, planning, design, procurement, construction, and completion. Please see the diagram in the button below to identify the areas of involvement and responsibility of the client.

View Project Process Diagram
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Project Documents

The following documents have been developed to help Project Services clients understand what undertaking a new project with our team involves.

• The Project Services Project Charter will be completed by the project manager, in consultation with the client, after initial project discussions. The Charter is a critical step in the early stages of each project to ensure the key requirements of the project are articulated and documented.
• Our recently completed projects provide an overview of the variety of project management services we offer on campus.

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Project Services Billing Guidelines

The billing process for Project Services has recently been updated. For prompt payment, please ensure the following criteria are met:

Invoice submission

• Please submit one invoice per email along with all supporting documentation
• If applicable, please combine the invoice and it’s supporting documentation into one single PDF and send as an attachment via email to: project.invoices@ubc.ca
  • In the email, please ensure the following information is included in the body or subject line:
    • UBC Project Number and Project Manager
    • UBC Contract Number, if applicable (the contract number starts with SUB and is followed by 4 digits)

Invoice details

Please ensure the following information is included on each invoice:

• UBC Contract Number, if applicable
• UBC Project Number
• UBC Project Manager
• Vendor’s invoice number and invoice date

Additional requirements, if applicable

Consultant invoice

Please include the following with the invoice: documentation for all reimbursable disbursements (as per UBC Allowable Disbursements Table) with billing items highlighted.

Contractor invoice(s)

Progress Draw: Please include the following with the invoice: supporting documents such as Certificate of Payment, valid WorkSafe BC Clearance Letter and Statutory Declaration (SD). SD is not required for the first progress claim.

Lien Holdback Release: Please include the following with the invoice: Certificate of Completion or Certificate of Substantial Completion along with the same supporting documentation for progress draws.

Deficiency Holdback Release: Please include the following with the invoice: supporting documents, such as Certificate of Payment, valid WorkSafe BC Clearance Letter and Statutory Declaration.

Thank you for your attention. Please email project.services@ubc.ca if you have any questions.
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Client Web Portal

The Client Web Portal is available for clients to access and review active and completed projects online. Users will have access to project schedules, budgets, costs to date and relevant project documents.

Access Client Portal

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