Payment of vendor invoices
Accounts Payable will only process payment on a document which clearly states that it is an Invoice and is addressed to the 'University of St Andrews'. This is in order to comply with HMRC and audit regulations. Any documents which do not meet this criteria will be returned to the supplier.
Any payments to individuals for a service provided to the University must be processed by the Salaries Office. Please send any such invoices straight to Salaries to avoid any unnecessary delay in payment.
Payment Runs
All payments are by BACs transfer. The main supplier BACs run is normally sent every second Thursday, with funds being received in the suppliers bank account on the Monday. A remittance advice will be sent to each supplier following the BACs transfer being done. Any invoices to be included on the fortnightly payment run must be received in Accounts Payable at least 2 days prior to the date of the payment run.
Payment dates for February 2013 - April 2013:
Thursday 7th February 2013
Thursday 21st February 2013
Thursday 7th March 2013
Thursday 21st March 2013
Thursday 4th April 2013
Thursday 18th April 2013
Payment Terms
The University's standard payment terms are 30 days from the date of invoice. Invoices will be paid on the first BACs run produced on or after the due date.
Please note that any request to send an extra payment outwith the normal payment runs will be subject to a charge of £25.00. This is to cover the extra administrative costs and bank charges incurred in processing the payment. If you do have a request for an urgent payment please contact the Accounts Payable team.
New Vendors
If any School/Unit wishes to use a vendor which does not already exist in Aptos they must submit a new vendor request via the Procurement Office.
Different Methods of Processing Invoices
(Invoices matched to orders raised on Aptos)
(Invoices with no Purchase Order but still sent directly to Accounts Payable - mainly travel invoices)
(Invoices where no Purchase Order has been raised in Aptos)
Scanned Images
All invoices processed via Aptos are scanned. A scanned image of the invoice is therefore available to be viewed by any user of Aptos. This eliminates the need for any copies to be stored by Schools/Units.
If you have any queries regarding the processing of an invoice or payment please contact the Accounts Payable team on 01334 463094 or at accpay@st-andrews.ac.uk.