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General guidance about making payments

What payment method should I use?

‌‌‌‌(downloadable version with links - Payment Routes pdf)

Guide Map- Bulk Upload Process

When are the payment runs?

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.

Items for payment must be fully processed/approved 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 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.

Sanctioned Countries

Please be aware payments cannot be made to sanctioned countries such as 

  • North Korea
  • Iran
  • Cuba
  • Venezuela
  • Crimea Region of Ukraine, Russia
  • or to the bank Sberbank

For more information you can check sanctioned countries here.

What is 'No PO, No Pay'?

The University's preferred method of payment is by purchase order (PO) and subsequent supplier invoice.

A valid PO number must be clearly referenced on all supplier invoices in order to allow automatic processing, which enables the finance team to make payment promptly.

Suppliers must submit their invoice 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, it will be rejected and the supplier will be notified via email. Within the email, the supplier will be advised to liaise with the member of staff who originally requested the goods or services to request a valid PO reference and then resubmit the invoice.

Staff members are expected to create their own purchaser orders using the T1 finance system.  Once approved, the PO is  automatically sent to the supplier via the email address stored in T1. 

Please see the Finance Training page for help with creating and managing POs.

How do I repay the University?

If you wish to send a payment to the University for any reason i.e. an expense overpayment you have received, please contact financehelpdesk@exeter.ac.uk to request the University bank details and a payment reference to include when making the bank transfer, which helps identify the incoming payment and get it credited to the correct budget once received. 

Help and Support

Using T1's Payment Request Forms

Download the High Level Process Map for Payment Forms for an overview of the process.

Who can fill in a Payment Request Form in T1?

Anyone with T1 access can submit a Payment Request Form.

Please note:

  • You cannot submit a payment request form yourself where you are the intended beneficiary.  The exception to this is associate colleagues who can complete their own T1 Payment Request Form to claim back their business expenses.
  • Main payroll staff and students should submit their expense claims through the My Travel and Expenses function in T1 when claiming back business expenses. 
  • The submission of any expense claims must be in line with the University Expenses Policy, no matter what method is used‌.

Payment Request Forms to UK Bank Accounts

GBP Payment Request Forms Guide

To make a GBP payment to a UK bank account, please select the correct form in T1 based on the type of recipient. You can use the Beneficiary Bank and Mileage Details Form to gather information that you will need to complete the UK Bank Details Form or as a reference for mileage claims. 

Important information before you start:

If paying an external person or organisation, use the:

  • External Payment Request Form (UK Bank Details) - this form is used to pay into a UK bank account to an external organisation, or an external person such as a visitor. If paying for work or services, please ensure you have completed the applicable IR35/ TR2 checks found here. If you are paying a participant payment to an external beneficiary, please use the form below.

NOTE - the beneficiary's postal and email addresses and bank details are required.

 

If paying a student, use the:

  • Payment Request Form (to a Student) - you can use this form to make an ad hoc payment to a student. If you are wanting to claim back expenses for yourself, please use the My Travel and Expenses Function in T1. If you are paying a participant payment to a student, please use the form below.

NOTE - the student number is required, and the student must have added their bank details to iExeter.

 

If paying a member of staff, use the:

  • Payment Request Form (to a Member of Staff) - this form can be used to make an:
    • Ad hoc payment to an associate colleague including reclaiming business expenses.
    • Ad hoc payment to a main payroll colleague excluding reclaiming business expenses. 
      Please note - main payroll colleagues claiming back business expenses should use the My Travel and Expenses Function in T1 instead. 

NOTE - the colleague's staff number is required. 

Payment Request Forms to International Bank Accounts or in a Foreign Currency

International Payment Request Form Guide

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

This form is used to make two types of payments.

  • a payment to a UK bank account when the currency being paid is not pounds sterling (£).
  • a payment to a foreign bank account or Irish Bank account.

Important information before you start:

  • This process can be used to raise a payment request for an individual that is not yourself. If you are needing to claim expenses for yourself, please visit the Expenses webpage for guidance. Anyone who has access to TechOne (T1) can submit a form to another beneficiary using the new process below.
  • Before starting any form, if you are paying for work or services you need to ensure that you have completed the relevant IR35 questionnaire before submitting the form in T1. Information on the IR35 process can be found here.
  • Before submitting your form, view the bank details requirements that you will need to have to hand when completing the form in T1. Some guidance as to what information is required can be found International Bank Details Guide
  • A link to T1 can be found here and the International Payment Request Form Guide can be used when completing the form.

Faster Payment Request form + completion instructions

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.

 

 

Tracking your submitted forms

You can track the status of the payment request forms that you have submitted using the Payment Forms Dashboard.

Guidance on what information is displayed on this dashboard can be found on the GBP Payment Request Forms Guide or the International Payment Request Form Guide

P‌lease note that no payments can be made until the relevant form has been approved by the financial approval pool.

Bulk Uploads

If you need to make payments to more than 5 beneficiaries with UK bank details, please submit a bulk upload. Bulk uploads will be uploaded into T1 by Accounts Payable and submitted for approval in T1. 

‌Bulk Upload Spreadsheet with Guidance

Please email completed form to accountspayableenquiries@exeter.ac.uk

For any 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. 

Bulk Uploads cannot be submitted for beneficiaries who have international bank details.

Balance Sheet Postings (Finance Teams Use Only)

If requesting payments to be made via a payment request form and the cost of the payment is to be posted to a balance sheet code, you will need to use one of the below manual forms. ‌

UK_GBP_Payment Request Form

International Payment Request Form

The completed form will need to be emailed to accountspayableenquiries@exeter.ac.uk. The wording “Payment Request Forms”, date, and any other key identifiers for your reference must be included in the subject header to streamline processing. Please ensure the appropriate approvals are in place and attached to the email sent to Accounts Payable. 

Any manual forms that are submitted to Accounts Payable that are not being posted to a balance sheet code will be rejected.