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 or statements in PDF format, quoting the correct Purchase Order number where required.

accounts.payable@uwe.ac.uk

Alternatively, you post invoices to the following address but we prefer to receive invoice or statements by email.

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.

Payment statistics from 1 August 2023 to 31 January 2024

Payment days

No of invoices

Percentage

0-30

13,018

78%

31-60

2,320

14%

61+

1,310

8%

Total

16,648

Previous statistics

Payment days

1 February 2022 to
31 July 2022

1 August 2022
to 31 January 2023

1 February 2023 to
31 July 2023

 

No of invoices

%

No of invoices

%

No of invoices

%

0-30

12,922

81

13,054

77

13,083

82

31-60

1,676

11

2,579

15

1,800

11

61+

1,290

8

1,367

8

1,160

7

Total

15,888

17,000

16,043

 

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)117 328 83816

Role Name Email
Finance Operations Team Leader Rachel Griffiths Rachel4.Griffiths@uwe.ac.uk
Finance Assistant Melissa Davies Melissa.Davies@uwe.ac.uk
Finance Assistant Mo Cheema mo.cheema@uwe.ac.uk
Finance Assistant Alex Childs Alex.childs@uwe.ac.uk
Finance Assistant Amanda Carr Amanda.carr@uwe.ac.uk

 

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