Payments

What payment method should I use? (downloadable pdf of the image below with live links)

The University of Exeter require a valid Purchase Order  (PO)  number to be included on all invoices received. This expedites the invoice processing by way of automatic system match which in turn enables the finance team to make payment promptly.

A valid PO number must be clearly stated on all invoices and this invoice should be sent in PDF format to invoices@exeter.ac.uk. The University no longer accepts paper invoices via post. If an invoice is received without a valid PO number referenced, it will be rejected and the supplier will be notified via email. Within the email, we will advise the supplier to liaise with the member of staff who originally requested the goods or services to request a valid PO reference.

Staff members are expected to raise a requisition for any purchases which will in turn create a PO when approved. This PO is then automatically sent to the supplier via the email address we have stored in T1. Our training website contains information about PO's including requisitions and goods receipting.

These forms are used to request ad-hoc payments to staff, students, external visitors, or organisations where no other payment process is appropriate.

All forms should be completed by the requestor, emailed to the budget holder for approval then emailed to accountspayableenquiries@exeter.ac.uk by the budget holder. Where possible, please attach one form per email to avoid delays.

Accounts Payable require three working days to process forms. When your form has been processed you will receive a confirmation email that it has been processed. The request will be included in the next payment run (payment runs are raised every Wednesday).

The UK GBP Payment Request Form should be used for payments to a UK beneficiary in GBP:

 GBP Payment Request Form

‌‌

The International Payment Request Form should be used for payments to an international beneficiary or payments in a currency other than GBP:

International Payment Request Form‌

*Please note, international payments can take 10-15 days to reach the recipient, dependent on the number of intermediary banks and the global location of the supplier.‌

‌A participant payment is a contribution to cover a participant's out-of-pocket expenses and compensation for time spent. Please see Participation Payments to Research Volunteers for full details of suggested amounts, HMRC guidance, and best practice.

For any participant payments to students, please ensure their bank details are correct and up to date. These can be checked through the student record system. Accounts Payable do not review these details. 

All forms should be completed by the requestor, emailed to the budget holder for approval then emailed to accountspayableenquiries@exeter.ac.uk by the budget holder. Where possible, please attach one form per email to avoid delays.

For experiments that require reimbursement of multiple individuals (8 or more individual claims):

• Bulk Upload Participant Payment Form

For an individual reimbursement by electronic payment:

• ‌Participant Payment Form

If participants are to claim for their actual expenses instead, they should use the GBP or International Payment Request Form (see FAQ above) and supply receipts confirming the expenditure.‌

The University has a standard of 30-day payment terms for suppliers. If you wish to pay something earlier than the due date in the system but would like it to be included in a standard payment run, please email accountspayableenquiries@exeter.ac.uk with the reason for earlier payment and ask the team to update the due date in the system pending approval. There is no need to complete a faster payment request in T1 if a due date amendment is requested.

In exceptional circumstances, you can request a faster payment through T1. A faster payment request is used to request that something is paid outside the standard weekly payment run, has an exceptional reason for faster payment and this request will incur a £10 fee to the budget code. 

Please note requests can only be used for GBP payments to beneficiaries who have UK bank details.

To make this request, please complete the 'AP Faster Payment Request' form in the T1 Forms function - search for 'faster' to locate the form.  A crib sheet on how to do this can be found here How to raise a faster payment request form in T1. 

All faster payment request forms must be approved in T1 by the budget holder. The Accounts Payable Team does not have visibility of faster payment requests in T1 until they are approved by the budget holder.  

The cut-off time for a faster payment request is 2 pm daily. This means that the faster payment request must be approved in T1 by the budget holder by 2pm. Requests received after this time will be processed the next working day, subject to relevant approvals.

Faster Payments are subject to approval by the Head of Financial Operations or the Accounts Payable Manager. Accounts Payable will endeavour to process the payment to reach the beneficiary by the 'Date Payment Required' listed once approved. 

If an invoice or form is not processed in T1, the form will be rejected back to you. Please ensure that the reason that is given for the faster payment request clearly states why it is an exceptional circumstance resulting in it bypassing the standard process. This information is required to facilitate approval, if this is not clearly stated it will be rejected back to you.

Any queries on faster payments should be sent to accountspayableenquiries@exeter.ac.uk.

The standard payment runs are processed on Wednesdays with the exception of the payment of student scholarships which are processed on a Tuesday. Standard payment runs are processed and submitted at 09.00.

Invoices must be matched and processed by 17.00 Tuesday to be included in the Wednesday payment run.

If you require an urgent payment outside of the standard weekly payment run, please submit a Faster Payment Request form through T1. All Faster Payment Requests will be reviewed by the Head of Financial Operations and, if approved, will be processed within 24 hours of the request being submitted. Please note that this should only be requested in exceptional circumstances.

If you wish to send a payment to the University for any reason i.e. an expense overpayment you have received, please contact accountspayableenquiries@exeter.ac.uk to request the University bank details and advise them on the repayment. The Accounts Payable team will also advise the reference that should be stated on the bank transfer.