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It is important for Departments to establish in advance of billing:

  • When payments are to be made; and
  • Whether to issue an invoice or to include the item on the University's online store; and
  • If an invoice is to be issued, by which method customers wish to settle the invoices.

Certain methods of payment incur charges which will need to be accounted for in the price. In some cases the customer may require additional information to be included on the invoice in order to settle promptly (e.g. University's bank account details).

Full details of the procedures to follow when receiving particular types of payments are provided in the Cash & Banking pages.

Method Comments
eSales (The University's online store)

The Finance Division run an online system to assist with the collection of payments from customers for goods and services that require payment at the point of sale. This is an efficient automated manner for both customers and the University.

  • Direct payment generates an immediate customer receipt and monies are transferred directly into the University's bank account. A customised interface allocates income directly into CUFS, no manual receipting is required.
  • Departmental websites provide information on events or products and the application operates by URL link from these websites. Customer data and requirements are stored in the online sales application but monies received against associated orders are transferred directly into CUFS via a customised interface to pre-defined departmental budgets.
  • Customers receive email notification from the system confirming receipt of payment and the departmental contact is notified of product sale or event booking. The system providers are responsible for the associated Payment Card Industry (PCI) Compliance requirements (further details available in Chapter 7: Cash & Banking procedures)

For further details and an application form please refer to the eSales page.

Cash
  • Cash payments should be discouraged to reduce potential security risks to Departmental staff.
  • Payment for a single transaction concerning the sale of goods cannot be received in cash, if the value exceeds £9,000 (15,000 Euros).
  • Foreign currency cash should also be discouraged as a payment method as any exchange rate gain or loss, as well as bank charges will be forwarded to the Department.
GBP Sterling cheques drawn on a foreign bank
  • Should be discouraged as a method of payment.
  • Must be receipted and banked separately from standard GBP cheques as they require return to the foreign bank for negotiation of funds.
  • Bank charges incurred during this process will be charged to the Department.
Bank transfers e.g. BACs, Standing orders and Direct Debits
  • Request that customer remittance advice slips be sent directly to the Department.
  • Possible short payment of our bank charges, if the customer does not cover all bank costs (theirs and ours) when arranging a bank transfer.
  • These charges should still be regarded as an outstanding debt and should not be routinely written off.
Credit Cards
  • PDQ (Process Data Quickly) terminals enable Departments to collect customer payments quickly with less risk of non-settlement.
  • However, consideration must be given to the extra costs the Department would incur (see Appendix D).
  • Customers should be told not to send their card details by e-mail- give information over the phone, by fax or by post.
  • Departments are responsible for ensuring that they meet all the associated PCI Compliance requirements.
eSales (ePDQ - electronic Process Data Quickly)
  • The Finance Division and MISD are developing an 'on-line facility' to provide for the collection of customer payments through web-based applications.
  • At present only certain types of income-generating activities will be considered for inclusion.
  • Further information is available from the Manager of AR and Cash Management. Interested Departments should not contact MISD directly with related queries.
Bank Guarantee
  • Normally used for the sale of goods.
  • Consider for UK sales over £10,000 and for non UK sales over £5,000.
  • May be requested by a department of their customer if there is a risk of non-settlement, or if it involves the shipment of goods that require customer checks and approval before payment.
  • The guarantee can stipulate specific terms and conditions.
  • The customer will arrange with their bank to guarantee payment in the event of non-settlement by the customer.