The following are paid through Accounts Payable:
Supplier invoices with valid PO
Invoices for self-employed individuals/personal service companies
Invoices paid by Direct Debit
Expenses - Staff/Student/External
Submission of supplier invoices
On commencement of the OneUniversity system, the University will introduce a ‘No PO/No Pay’ policy. For exceptions to this policy see Policy & legislation.
Accounts Payable should receive all invoices with valid PO number directly from supplier. Where an invoice is received without a PO number, Accounts Payable will return the invoice excluding those on the No PO/No Pay exceptions list to the supplier requesting they contact the end user for a PO number. The end user should then raise a retrospective order on OneUniversity and provide the supplier with the PO number. Where a supplier does not exist on the OneUniversity system then the end user should carry out the steps required for the supplier to be adopted onto the system. Consult the Procurement webpage for further information.
Payment to suppliers
The University’s payment terms are 30 days from invoice date. Payment is made by BACS transfer. See the Procurement Policy for Purchasing regulation information on the Procurement webpage.
Payment to Self Employed/Personal Service Companies
Submit the invoice, including a completed DES (Determining Employment Status) form, to Accounts Payable department, firstname.lastname@example.org, with full valid coding string provided.
Accounts Payable will send the completed form and invoice to Payroll in accordance with HMRC guidelines. Payroll will then assess the invoice to determine if it should be paid with deductions or not.
If the invoice is to be paid by Accounts Payable, the invoice will be returned for processing, if not, the invoice will be paid by Payroll.
Where the invoice is for a Personal Service Company then the end user should establish if the engagement falls within the IR35 legislation using the HMRC tool. See Procurement webpage for further information:
- Staff should submit their expenses via the OneUniversity Expenses module.
- Student/External claims should be submitted by relevant School/Directorate to email@example.com.
The Accounts Payable Office deal with all the claims for Student Stipends. Students should complete the Stipend Payment - Bank Account Details form and return this to their School.
The School will then complete the Stipend Payment Request and return this together with the Bank Account Details form to the Accounts Payable Office.
Accounts Payable will submit payments for the University and it’s subsidiaries as follows:
Monday – Subsidiaries
Tuesday – Staff expenses and International suppliers/claims
Wednesday – UoD Commercial/External Claims