Payments to suppliers

The Procurement team supports departments in procuring goods and services from suppliers. For more information about how to engage with the University please refer to the Procurement website.

Invoicing the University

The University of Bath are operating a No Purchase Order number, No Pay policy. Invoices relating to requests for goods and services must quote an official University of Bath Purchase Order Number. Invoices which do not quote a purchase order may be returned to the supplier without obligation to pay or payment delayed whilst the purchase order number is sought from the department or supplier.

Ensure you receive instruction through an official University of Bath Purchase Order. Do not proceed without a Purchase Order and ensure you make contact with the University department who engaged you to obtain a Purchase Order.

By following this procedure there is clear visibility of the current financial position of the University for budget planning and forecasting. It will also help us to reduce the risk of fraudulent invoices not being identified and support measures to control our non-pay expenditure. All of which will ensure that your invoices are paid in a timely manner.

Please ensure you receive instruction through an official University of Bath purchase order. Do not proceed without a purchase order and ensure you make contact with the University department to obtain a purchase order.

ELECTRONIC INVOICING. University payment terms are 30 days from receipt of a valid accurate invoice. The invoice must clearly show a valid Purchase Order number, along with any quotation or contract references. It must also show VAT separately and include the Supplier’s VAT registration number and payment details. The University prefers to pay its suppliers via BACS.

Suppliers should submit invoices in electronic PDF format where they meet regulatory guidelines to payments@bath.ac.uk

Further information on meeting regulatory requirements related to invoicing can be found on the following government page: Invoicing and taking payment from customers: Invoices - what they must include - GOV.UK

Payments to staff

Payments to staff are made for reasonable expenses for travel and other expenses incurred in the course of conducting business on behalf of the University. Follow our guidance on travel and staff expenses.

Payments to individuals for services

If you intend to engage an individual to be paid through Payments rather than as an employee through Payroll, you need first to have completed the employment status (NESA) procedure.

Payments to research volunteers

A department may want to make incentive payments to volunteers to take part in a research exercise. In such cases, please follow the guidance for research volunteers incentive payments.

Payment run deadlines

Payments by BACS Transfer

Payments under £5,000

This is completed weekly on a Tuesday, at 2pm, for payment into beneficiary accounts on the Thursday of the same week.

Payments to be included in the Tuesday BACS run need to be with the Payments office by 4pm on the preceding Monday.

Please ensure any goods receiving or authorisation of transactions is complete before submitting invoices/expense claims to the Payments office otherwise we cannot guarantee it will be picked up in the payment run.

Main BACS run

The main BACS run for all transactions is completed weekly on a Wednesday, at 3pm, for payment into beneficiary accounts on the following Monday each week.

Payments to be included in the main BACS run need to be with the Payments office by 4pm on the preceding Tuesday.

Please ensure any goods receiving or authorisation of transactions is complete before submitting invoices/ expense claims to the Payments office otherwise we cannot guarantee it will be picked up in the payment run

Euro and international payments

All Euro and overseas payments are completed on a Thursday each week, for payment to leave our bank account the following Monday.

Overseas payment transfers can take up to 10 working days to reach the beneficiary account.

Payments to be included in the foreign run need to be with the Payments office by 4pm Wednesday.

Please ensure any goods receiving or authorisation of transactions is complete before submitting invoices and expense claims to the Payments office otherwise we cannot guarantee it will be picked up in the payment run.