Overview of Payment Methods

The primary route for all purchases of goods and services is to raise a purchase order via Oracle Financials, following the purchase to pay process. In limited circumstances, a PO is not required, and the invoice can be processed directly.

A purchase order enables the purchase to be appropriately authorised; University terms and conditions issued to the supplier; monitoring of progress; and monitoring against budget.

Individuals supplying a commercial service may be paid via the purchase to pay process (i.e. submit an invoice). However, every engagement should be assessed carefully to understand whether it should be treated as employment for tax purposes and paid through payroll.

All invoices must be processed through Accounts Payable.

Payments of both UK and overseas suppliers normally take place on a weekly cycle. There are also facilities for UK same-day electronic payment (for which there is a charge).

The recurring invoices form may be used for repeat payments to students and can also be used for repeat monthly payments to suppliers.

When it is not possible or practical to order via the standard purchasing process a University Barclaycard   can be used. This will typically be limited to low value spend, for example conference bookings or internet purchases where justified as the most appropriate supplier. For small one-off purchases, it may be more appropriate to use a credit card than to set up a supplier on Oracle Financials.

If an individual holds a University Barclaycard, expenditure should be in line with the expenses principles. The credit card should only be used when it is not possible or practical for the University to pay directly.

When it is not possible or practical for the University to pay directly, an individual may make the purchase and reclaim the cost via the expenses process. Any purchase via expenses should be in line with the expenses principles.

The expenses process is used primarily when travelling for work, for example for subsistence costs.

Travel costs may be claimed via the expenses but where possible should be paid for directly using the University’s preferred supplier where possible.

The purchase of minor or incidental items may also be made via expenses.

Approved claims are transferred into Oracle Financials via an overnight process. Payments of expenses normally take place on a weekly cycle.

Petty Cash   floats can be used for minor or incidental expenditure such as delivery fees, postal charges to a limit of £30.

Petty Cash should only be used where alternative purchase routes are not available.

Payment request forms (xlxs) should be used for University-initiated payments such as scholarships, prizes, and payments to study participants.

Payment request forms should only be used to make payments to trading bodies in certain circumstances. If an invoice is received, it must be processed as an invoice through the purchase to pay process.

Payment request forms should not be used in the following situations:

• Paying for services – should be paid via payroll or via off-payroll payments process.
• Claims for reimbursement of payments made by individuals on behalf of the University – should be submitted via the expenses process.
• Travel advances – should be requested through the advances process. 

Internal trade is the buying and selling of goods or services between departments of the University (including St Cross, Kellogg and Reuben Colleges).

Where the most appropriate supplier of ad-hoc goods/services is identified as another University department, the internal trade process should be followed, unless there is a specific alternative system in place (e.g. Planon).