How to invoice the University
Purchase order policy
All invoices submitted for payment must clearly quote a University of Bristol Purchase Order number. Our Purchase Order number consists of eight numbers beginning with an eight (e.g. 81234567). Purchase Orders from our Estates Services Division consists of six numbers, a dot and then two numbers (e.g. 123456.78).
If you do not have a Purchase Order, please do not proceed with the order, please contact the university department making the purchase and ask them to provide one. Failure to quote a Purchase Order number on your sales invoice will result in the invoice being rejected no payment will be made.
To avoid your payment being delayed please ensure you are given a Purchase Order number when accepting an order from the University of Bristol.
The University of Bristol is aware that some suppliers are continuing to experience delays with receipt of payments. We apologise for these delays and we are doing everything we can to expedite payment.
We currently have a backlog of invoice processing due to the high volume and some technical issues with our new ERP system, but significant progress is being made and we are grateful for your patience.
To help alleviate these issues, Suppliers are reminded that only invoices quoting single Purchase Orders should be submitted – these invoices are, in general, processed automatically, whereas invoices that include more than one Purchase Order require lengthy manual intervention, may be rejected and will certainly be delayed.
If you have any queries or concerns regarding payment of your invoices please contact the Accounts Payable team.
To help reduce the environmental impact, as well as time and money, we strongly encourage electronic invoices in PDF format, which can be sent to firstname.lastname@example.org. Electronic invoices normally result in quicker payment. We cannot process invoices submitted in Word (.docx) or Excel (.xlsx) format.
Please note: There are a number of suppliers who send both electronic and paper copies of invoices. This leads to delays in payment as duplicate invoices require manual processing once identified. We therefore request Suppliers no longer send paper copies and that PDF invoices are emailed to email@example.com.
If you are contacting us to follow up on late payment, please do not resend the invoice unless this is specifically requested by one of the team.
Our standard payment terms are 30 days from the date of invoice.
Public Contracts Regulations 2015 - Regulation 113
Payments of valid and undisputed invoices within 30 days
Invoices paid outside of 30 days includes those where payment was delayed due to sending them to somewhere other than Accounts Payable, or where a valid Purchase Order number was not quoted.
|Financial year (ending 31 July)||Proportion of valid and undisputed invoices paid within 30 days in accordance with regulation 113||The amount of interest paid to suppliers due to a breach of the requirement in regulation 113|
Please note that the University implemented a new Finance and HR system in April 2018, and a period of transition had been anticipated.
All supplier invoices should be emailed to firstname.lastname@example.org. In exceptional circumstances only and by prior agreement, paper invoices may be sent to:
3rd Floor, Augustine's Courtyard
Accounts Payable have created a Model invoice (PDF, 94kB) for any self-employed individuals/companies requesting payment from the University of Bristol. The model invoice demonstrates what must be included on any invoices, and also provides explanatory notes on best practice. Ensuring your invoice has all the necessary components will ensure faster, more efficient processing/payment. Please note this is not a template invoice.