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Payment of Invoices

Payment runs

Payment runs are processed on a fortnightly basis

Invoices and payment request forms should be forwarded to Finance with the relevant nominal coding and authorised signature in time for Payment Run Date deadlines.

 

How do I request a cheque/BACS payment without an invoice?

To request payment complete a pro forma invoice - payment request which should be used for example

  • if the supplier is unable to issue an invoice
  • the supplier can only issue a booking form
  • the company can only supply a subscription form

Provide as much information as possible and arrange coding and authorisation.  If there is any supporting documentation to be sent out with the payment, this should be attached to the form. 

  • Conference bookings

If the payment is for a conference and the supplier has only provided a booking form, it is often advisable to send a copy of the booking form to the supplier in advance of payment (to ensure the place is booked and dietary requirements etc are known) along with a note advising payment will follow under separate cover.  The original booking form should be attached to the payment request and this will be sent with the payment.

Our preferred method of payment is by BACS so if a supplier has quoted their bank details payment will be made directly to their bank account (refer to BACS payment run dates).  A remittance advice will be sent to them along with the booking form/supporting documentation.  If a supplier has not provided their bank details, a cheque can be raised and sent with the documentation.

 

How do I authorise/code an invoice?

Invoices must be signed off for payment by a budget holder or delegated authorised signatory. The invoice should be authorised by a different signatory to the person who authorised the purchase order.  However if this is not operationally possible within the department the invoice should be signed by the authorised signatory and either:

  • signed by another member of staff (not necessarily an authorised signatory) to confirm that the goods/services have been received
  • or the delivery note should be attached to the invoice which has been signed by the member of staff who received the goods

Please refer to the how to code an invoice document.  For any queries regarding budgets allocated to your faculty / department, please contact your management accountant.

 

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