GRESHAM'S SCHOOL

• Standard contractual length for payment of invoices is 30 days unless requested to be less by the supplier in which case this is considered and usually accepted. Prior to making payment authorisation from the budget holder is required. If invoice is received soon after invoice date there is sufficient time to make the payment. If the invoice is delayed in getting to us this cuts the time available to make payment within 30 days of the invoice date, but we always endeavour to meet that date.

• The business process for resolving disputes related to payment is as follows:
o Purchase ledger administrator speaks with supplier to determine which invoices they deem not to have been paid.
o The purchase ledger administrator will first check if the invoices are on our system. If they are not copy invoices are requested and noted with the supplier that we will not be able to pay them until the budget holder has authorised them. Also noted that future invoices should be sent via email to the purchase ledger administrator wherever possible to ensure they don’t get lost in future.
o If invoices are on our system and authorised, purchase ledger administrator will see when they are due for payment. BACS runs operate mid month and end of month and if supplier is happy to wait for next BACS run, this is what will happen. If quicker payment is required, this will be instigated and supplier will be paid within three working days.
o If invoices are on our system and not yet authorised, purchase ledger administrator will chase authorisation from the budget holder so they can be paid within a week.
o If credit notes are being sought against goods or services received, the purchase ledger will speak with the supplier on behalf of the budget holder, or the budget holder will speak with the supplier directly.