Making payments

Payments to suppliers

Follow the Accounts Payable Guidance for information on purchasing and supplier payments.

Purchasing cards

These allow for the one-off payment for standard low-value goods to essential suppliers who are not on the Supplier List. For more information on when you can and how you should use a purchasing card you should refer to purchasing cards and fuel cards on the procurement site and to the Expenses and Purchasing Card Policy. The administration of purchasing cards is managed through the web based system Expenses.

Purchasing Card Terms and Conditions can be found here.

Advances

A lump sum advance may be made available to a member of staff where it is known prior to an expense being incurred that there will be large expenditure over an extended period. The most usual reason for an advance is for expenses to be incurred during a period of travel overseas. Advances will not normally be given for amounts less than £100.

In accepting an advance payment you are agreeing to pay the University any difference between your advance payment and your actual expenditure by making a cheque payment payable to the University of Exeter or a credit card payment (if previously agreed with Finance Services).  Advances must be cleared as soon as possible after all the applicable expenses have been incurred (and no later than 3 months after this date) by completing the Advance Request/Clearance Form.

You may only have one advance outstanding at any one time. An existing advance must be accounted for before a new advance is allowed. Furthermore, you must ensure that all debts are paid before leaving your post at the University.

Any valid expenditure incurred in excess of the advance payment received will be paid to the claimant on submission of their actual expenses.

Any questions regarding the clearance of an Advance payment should be made to the Accounts Payable team.

Student payments

When a student needs to be paid any kind of award, maintenance or loan payment, then it is usually the Accounts Payable team that make this payment under the instruction of the Student Funding team.  Therefore, any queries regarding student payments should be made to the Student Funding team.

Payroll cheques

The Accounts Payable team also carry out the roll of printing cheques required for payroll purposes.  However, these cheques are only printed at the request of the Payroll Office and so any queries regarding payroll payments should be made to the Payroll Office.