Supplier payments

Accounts Payable

Accounts Payable is responsible for making payments to suppliers and paying expenses to external visitors to the University.

Important: please ensure that you have an official University Purchase Order number before you provide goods or services to the University. You must quote the Purchase Order on the invoice in order to be paid.

Invoices without valid order numbers will cause significant delays in payment or may have been from an unauthorised source (including from external to the University).

Sending invoices and statements

Please email invoices in PDF format (one invoice per PDF), quoting the correct Purchase Order number to supplierinvoices@uwe.ac.uk.

Please email statements to accounts.payable@uwe.ac.uk.

Please email invoice payment queries to paymentqueries@uwe.ac.uk.

Alternatively, if you do not have access to an email account you can post invoices and statements to the following address. 

Accounts Payable
Finance Department
University of the West of England (UWE Bristol),
Frenchay Campus,
Coldharbour Lane,
Bristol, BS16 1QY

The Accounts Payable Team will respond to your queries within 48 hours.

Important information

• We are currently unable to offer e-invoicing.
• Supply chain finance is not available to suppliers.
• UWE Bristol does not deduct sums from payments as a charge for remaining on a suppliers list.
• UWE Bristol is not a member of a payment code.

Information to include on your invoice

Please provide all of the following information on your invoice – failure to do so may delay payment:

• Unique invoice number - this can be alpha, numeric or a combination
• Invoice date - this should be the date that you issue the invoice to UWE Bristol
• Purchase Order number - we will provide a PO number when good/services are requested by the University
• Your business name, address and contact details
• UWE Bristol name, address and the name of your UWE Bristol contact
• Invoice amount - the total amount of the invoice must be broken down to show the net value, VAT and gross amounts separately
• Description of the items/services - these should be clear and accurately describe what you have provided
• Your company bank details
• Your VAT registration number if you are VAT registered
• Your company number, if you are a limited company

If you do not have your own invoice template, we have provided an invoice template (DOC) for you to use.  

Payment terms

The University's standard payment terms are 30 days from date of a correctly rendered invoice.

Invoices are paid weekly via BACS.

Visitor's expenses

Please submit expenses claims via the Visitors Expenses Claim form (XLS).

• Pages 1 and 2 are on separate worksheets
• Please ensure all information, including receipts is provided to prevent your claim being returned.

The claimant is responsible for completing the form and sending it back to their contact at the University.

Expense allowances are in line with the University's staff allowances for subsistence and mileage (PDF).

Visitor's expenses are paid weekly via BACS.

Accounts payable team

Contact the Accounts Payable team on: +44 (0)117 32 83816