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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.

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 processed.  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 from August 2017 to March 2018:

Thursday 24th August 2017

Thursday 7th September 2017

Thursday 21st September 2017

Thursday 5th October 2017

Thursday 19th October 2017

Thursday 2nd November 2017

Thursday 16th November 2017

Thursday 30th November 2017

Thursday 14th December 2017

Thursday 11th January 2018

Thursday 25th January 2018

Thursday 8th February 2018

Thursday 22nd February 2018

Thursday 8th March 2018

Thursday 22nd March 2018

 

Future payment dates will be confirmed in line with the University's Financial Year End arrangements.

 

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. 

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

POM Invoices 

(Invoices matched to orders raised on Aptos)

Electronic Authorisation

(Invoices with no Purchase Order but still sent directly to Accounts Payable - mainly travel invoices)

Manual 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.

Contact

Accounts Payable

The Old Burgh School
Abbey Walk
St Andrews
Fife
KY16 9LB
Scotland, United Kingdom

Tel: 01334 463094
Fax:01334 462535

See also