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Member Invoices & FAQs

Member Invoices

Invoices for e-HLbc are now available through a customized billing system. You will need to be logged in to view them. If you do not know or have forgotten your password, please contact the Administrative Centre at office@ehlbc.ca or 778-782-7003.

Past Invoices

Invoices from 2013-16 are still available and have been archived below. They are on password-protected pages so you will need to log in to your e-HLbc account to view them.

Invoicing FAQs

If you have additional questions or suggestions for FAQs to be added to this page, please contact the e-HLbc Administrative Centre at office@ehlbc.ca or 778-782-7003. 

About the Process

  1. Can you explain this invoice to me?
  2. When can I expect to receive an invoice?
  3. Why have I received more than one invoice this year?
  4. Why didn't I receive an invoice?
  5. Can you send us the invoice now? 
  6. Can you create separate invoices for individual resources?

About Access

  1. Where can I find the invoices on the e-HLbc website?
  2. Why can't I see my invoice on the e-HLbc website?
  3. How do I log in to the e-HLbc website?

About Pricing

  1. Why is the cost of this year's Core Suite more expensive than last year's?
  2. Why is the amount on the invoice more than the amount on the renewal page?
  3. What was the exchange rate used?
  4. What is "unrecoverable GST" and do we have to pay it?
  5. How much did we pay last year?
  6. Can we pay the partial invoice instead of the whole amount?
  7. What is the deadline for paying invoices?

About the Process

1. Can you explain this invoice to me?

The invoice you received may be for membership, core licensing, or boutique license fees.  All invoices are in Canadian dollars.  In the case where the vendor charges in US dollars, the exchange rate is included on the Members' Invoices page.  The membership costs and core licensing costs of full members can be found in the most recent Core Suite Case for Renewal (login required) in US dollars.

2. When can I expext to receive an invoice?

The e-HLbc Administrative Centre invoices members approximately four times a year.  You can expect to receive membership and core licensing invoices in May or June, and boutique license invoices in January or February, July or August, and November or December.  The precise time of year you will receive invoices may vary, depending on when the Administrative Centre receives and pays product invoices from vendors.

3. Why have I received more than one invoice this year?

The e-HLbc Administrative Centre generally invoices members four times a year.  You will receive separate invoices for membership, core licensing, and boutique license invoices.

4. Why didn't I receive an invoice?

The e-HLbc Administrative Centre will post draft invoices to the e-HLbc website and will notify members via the e-HLbc Collection Development and Invoicing mailing lists.  Final invoices are posted to the e-HLbc website, and sent by email to all billing contacts.  Billing contacts are those persons designated at each institution to process invoices.  Please contact the Administrative Centre if you would like to be added to e-HLbc's Collection Development or Invoicing mailing lists, or be designated as a billing contact.

5. Can you send us the invoice now?

The e-HLbc Administrative Centre sends out a call in February for pre-payments.  This is meant to allow members to pay all their bills before the fiscal year end.

6. Can you create separate invoices for individual resources?

The e-HLbc Administrative Centre does not create separate invoices for individual resources. In extreme cases exceptions may be made.  Please contact the Administrative Centre if you would like to request separate invoices.

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About Access

1. Where can I find the invoices on the e-HLbc website?

Draft and final invoices are located in the Member Tools section of the e-HLbc website.  A link to the invoices will be included in the email you receive notifying you that new invoices are available.  You may also visit the Member Tools section to view past invoices.

2. Why can't I see my invoice on the e-HLbc website?

Depending on the number of boutique resources your institution subscribes to, you may receive more or fewer invoices than other institutions.  If you do not see an invoice for your institution on the Members' Invoices page, it is likely that your institution does not license the resource(s) being invoiced.  If, however, an invoice for a resource you did subscribe to was not posted on the e-HLbc website, please contact the e-HLbc Administrative Centre for assistance.

Another possibility is that the resource to which your institution subscribes is a joint BC ELN/e-HLbc license, in which case, if you are a post-secondary member, you will be invoiced by the BC ELN Office rather than the e-HLbc Administrative Centre.  

3. How do I log in to the e-HLbc website?

All member invoices are located on password-protected web pages.  To view your institution's invoice on the e-HLbc website, you will need to log in with your personal e-HLbc account login information.  If you do not have an account, or require assistance, please contact the e-HLbc Administrative Centre.

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About Pricing

1. Why is the cost of this year's Core Suite more expensive than last year's?

The cost of the Core Suite is negotiated every three years and is detailed in US dollars in the Core Suite Case for Renewal (login required).  In addition to the moderate price increases negotiated for the three year preriod, fluctuating exchange rates might also raise or lower the cost of the Core Suite.

2. Why is the amount on the invoice more than the amount on the renewal page?

Pricing on the e-HLbc Trials & Renewals web page for boutique licenses is quoted in the currency billed by the vendor and does not include unrecoverable GST.  Very frequently, e-HLbc is billed by vendors in US dollars.  We then invoice members in Canadian dollars.  The price of resources will change based on the exchange rate as well as the addition of unrecoverable GST.  

3. What was the exchange rate used?

The exchange rates used are posted on the e-HLbc Members' Invoices web page.  At the top of the page, select the fiscal year you would like to view.  The exchange rates are located in the member invoices table for that year.  This rate is determined by the rate Simon Fraser University (SFU), e-HLbc's host institution, uses to pay the vendor invoice.   The date the vendor invoice was issued determines which SFU house rate is used. 

4. What is "unrecoverable GST" and do we have to pay it?

The unrecoverable GST (Goods and Services Tax) is the amount of tax remaining after the rebate from the federal government. The whole GST rate is 5%.  SFU, e-HLbc's host institution, claims a 67% rebate for purchases related to educational services.  The unrecoverable GST is therefore reduced to 1.65%.  This unrecoverable portion of the tax is passed on to member institutions for payment as part of their licensing invoice.

5. How much did we pay last year?

You may find the price of resources from previous years on the e-HLbc Members' Invoices web page.  Invoices on this page date back to 2013.

6. Can we pay the partial invoice instead of the whole amount?

e-HLbc members are expected to pay the full cost of the invoice in a timely manner.  Members may not pay portions of the price after the invoice is issued.  The e-HLbc Administrative Centre puts out a call every February soliciting pre-payments before the fiscal year end.  Members may then pre-pay portions of the cost of an invoice that has not yet been issued.

7. What is the deadline for paying invoices?

The payment deadline is 45 days after an invoice is issued.  The e-HLbc Administrative Centre will follow up with individual members if payment is not received by the deadline.

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