Payments

Support for the payment of all goods and services and the processing of expenses claims
Payments

Our services and function

The Payments team provide the central administration and support for the payment of all goods and services and the processing and payment of expenses claims.

Weekly payment deadlines

Payment type  To us by  Payment in bank
Students (including expenses)  Wednesday 5pm Wednesday of the following week
Suppliers (including external expenses) Thursday 5pm Friday of the following week
Staff expenses  Wednesday 9am Wednesday of the following week
Euros  Friday 5pm Thursday of the following week
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Supplier payments

Supplier invoices

The University operates a No PO / No Pay policy for the payment of supplier invoices. Please refer to the guidance on the procurement team website for information regarding the policy, appointment of suppliers, and the supplier set-up process (including IR35).

Please ensure your supplier is provided with a Purchase Order prior to invoice submission. Invoices submitted without a purchase order, or with an invalid purchase order, will be rejected. Suppliers are paid on a weekly basis, pursuant to agreed terms.

Invoices should be submitted by the supplier, as a PDF document, to invoices@plymouth.ac.uk. Please note: the University partners with ‘Proactis’ to provide our invoice scanning solution.

Paper invoices are no longer accepted by the University. All other documentation submitted by the supplier will be deleted.

Payment to a non-UK entity

Please complete the Payment Form which can be accessed at the Official Document Centre. Please ensure all grey cells are completed. Forms should be sent by the budget holder to payments@plymouth.ac.uk for processing. Payment forms must be accompanied by a supplier invoice.

Please note: International payments are made weekly, and can take up to 7 working days to reach the recipient bank from the date of payment.

Payment to Euro-SEPA participant nations should also follow the No PO / No Pay process. Information regarding Euro-SEPA payments can be found here – Single Euro Payments Area (SEPA).

Expenses payments

Reimbursements for staff expenses

Staff expenses should be claimed via the web expenses tool. Expenses must be submitted in accordance with the University Travel and Subsistence Policy.

Expenses that cannot be submitted via web expenses can be reclaimed via the Payment Form which can be accessed at the Official Document Centre. Please ensure all grey cells are completed. Forms should be sent by the budget holder to payments@plymouth.ac.uk for processing.

Please note:

  • expenses reclaimed may be subject to personal taxation. Please ensure you check the payroll policy in relation to personal expenses.

Subsistence advances:

Students or staff attending field trips may request a BACS payment as an advance for travel and subsistence. Bank transfers should be requested by completing the ‘Subsistence Advance Request’ form and sending to payments@plymouth.ac.uk for processing. The advance must be reconciled within one month from the date of return, using the ‘Advance reconciliation Form’. Both forms are available at the Official Document Centre.

Expenses relating to one-off payments for external individuals

(including external examiners, students, external candidates)

Please complete the Payment Form which can be accessed at the Official Document Centre. Please ensure all grey cells are completed. Forms should be sent by the budget holder to payments@plymouth.ac.uk for processing.

Important information for the re-imbursement of non-expenses related items for external individuals (such as the reimbursement of professional fees):

Payment for external advisors, students, visiting specialists, and Associate Lecturer, Demonstrator and Markers, in respect of hours worked, should be claimed via the relevant payroll form and submitted to payroll@plymouth.ac.uk for processing.

Help and support