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 Invoices which do not quote a purchase order may be returned to the supplier without obligation to pay or payment delayed whilst the purchase order number is sought from the department or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.

Petty cash payments

Claims for reimbursement from petty cash are subject to a maximum of £25 per transaction. Follow our guidance on petty cash.

Payment run deadlines

Payments by BACS Transfer

Payments under £5,000

This is completed weekly on a Tuesday 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 5pm Friday each week.

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 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 5pm Monday each week.

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

Payments by cheque

The cheque run is completed weekly on a Wednesday for posting 2nd class on the same day.

Payments to be included in the cheque run need to be with the Payments office by 5pm Monday each week.

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.

Overseas payments

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

USD payment to America under £5,000

These are always paid by cheque only on a Tuesday each week and posted via airmail on the same day.

Payments by USD cheque need to be with the Payments office by 5pm Thursday each week,

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

Euro payments

The Euro payment run is completed on a Wednesday each week. Payments to be included need to be with the Payments office by 5pm Friday for the following week's run.

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.

All other payments

All other overseas payments are completed on a Thursday each week.

Payments to be included in the foreign run need to be with the Payments office by 5pm Monday.

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.