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This guide outlines how to submit invoices, expense claims, and payment requests to legacy St George’s, University of London. It covers Accounts Payable contact details, purchase order procedures, exceptions, and timelines for UK and international payments.

Accounts payable

Role: Responsible for processing all payment requests received by legacy St George’s, University of London.

Location: Finance Office, Ground Floor, Hunter Wing.

Contact details:

  • Kenneth Bridgeman – AP Administrator, ext. 7533
  • Susan Grimshaw – Accounts Payable/Accounts Receivable Administrator, ext. 7144
  • Ledish Ratnakumar – Financial Transactions Supervisor, ext. 7930
  • General email: Accounts Payable

Key responsibilities

Invoice payments

For an invoice to be processed promptly:

  • Include an official City St George’s purchase order number.
  • Use company headed paper with name, address, and phone number.
  • Address it to Accounts Payable, City St George’s, University of London.
  • Submit the original invoice (copies only accepted if marked “true copy” when the original is lost; fax copies not accepted).
  • Process each invoice individually.

Purchase orders and invoices

  • A purchase order must be raised on Agresso for all goods/services.
  • All invoices are three-way matched to a purchase order or registered for task alerts.
  • Exceptions to the procure-to-pay process (only with prior approval from Deputy/Director of Finance):
    • Credit notes
    • Non-staff payment requisitions
    • One-off invoice payments ≤ £1,000 (anything above requires the procure-to-pay process).
  • Foreign currency invoices – see “International Payments” section.

Unmatched purchase order invoices

If no purchase order is found, Agresso issues a task alert.

  • Non-purchase order invoices are only accepted for payment to individuals.

Non-staff expense claims

Use the non-staff expenses claim form (Excel) only when:

  • The payee is not a staff member.
  • No official invoice exists (e.g., travel or parking expenses without VAT).

The form must include:

  • Full payee details
  • Correct coding (sub-project + account code)
  • Address for remittance
  • Total amount and currency
  • Purpose of payment (with relevant dates)
  • All original receipts/tickets (plus a copy kept by claimant)
  • Sign-off from authorised budget holder (not the claimant)
  • Submission to Accounts Payable, Finance Office, Ground Floor, Hunter Wing.

Points to note:

  • Incomplete forms will be returned with a memo explaining non-payment.
  • Budget holders cannot authorise their own claims; must be countersigned.
  • All discretionary code payments must be checked against budget.

International payments

Expense claims or invoices in foreign currency must include:

  • Payee name
  • Remittance address
  • Bank name and address
  • Bank account number
  • SWIFT or BIC code

Other notes:

  • Payments go through normal requisition stages and are paid via BACS on Tuesday mornings.
  • Payments can be made in foreign currency or converted to GBP at the bank’s exchange rate on the day.
  • For smaller amounts (usually under £500), international payments may be made by credit card if cheaper than BACS.

Payment runs

  • Most suppliers are paid via BACS every Tuesday morning.
  • Payment requisitions must be submitted to Accounts Payable by 5pm the previous Friday to ensure prompt payment.