Finance and Procurement

A ‘No PO No Pay’ stance allows BIMM to better manage what is spent and when, while also ensuring it can consistently maintain a prompt approach to paying for goods, services, and works which have been ordered in accordance with approved processes. This is an industry-standard approach and contributes to greater clarity on services and costs for both the University and suppliers.

If you are a supplier to the University, invoices must be sent to accountspayable@bimm.co.uk. Emails or paper-based invoices sent elsewhere may be lost, delayed, or not uploaded to the finance system for payment. This will impact on our ability to pay you on time.

Invoices must include a valid Purchase Order number, be PDF format, and in line with HMRC guidance as below. BIMM will reject invoices that do not include the BIMM PO number which may result in a delay in payment to you. Correct invoices will be paid within 30 days.

HMRC guidance states that invoices must also include the following information:

• the word Invoice is clearly stated
• a unique invoice number which identifies the invoice
• company name, address and contact information
• the date of the invoice
• a clear description of the charges including the amounts
• VAT number (if VAT registered).

You should only accept an order when a valid PO is provided. If you receive an order from BIMM without a valid PO, ask for one to be provided before proceeding with providing the goods/services.

If the requestor confirms that an approved PO has been generated for you, but you have still not received anything, please ask them to check your email details to ensure that we have the right contact details for you.

Contact your key contact at BIMM for the goods/service you are providing and ask them to correct the PO.

Please contact procurement@bimm.ac.uk to discuss novating your agreement to the correct entity.

The Purchase Order will be sent from our finance system to the email address we have on file for you.

Notification of any changes to suppliers’ details, such as a change of address or bank details must be provided in writing and emailed to accountspayable@bimm.co.uk.

The University will not be able to amend your record without this written notification and, depending on the amendment may require further information, such as proof of address documentation before any changes can be made.

No, invoices without valid PO numbers will be rejected for payment and you will need to resubmit an invoice with a PO number on it.

BIMM University standard payment method is direct payment to your bank account via the BACS system within 30 days of receipt of an accurate invoice. If you have a query regarding an outstanding payment, please email the accounts payable team at accountspayable@bimm.co.uk.

Invoices may be disputed for several valid reasons. This may include, but is not limited to:

• PO number quoted does not match the issued PO
• PO number quoted on invoice is closed or complete
• Invoice quantities, description, dates or pricing do not match those on the quoted PO number

Please speak to your business contact at BIMM to discuss a new PO being raised for the additional costs.

Invoices will be accepted without a PO until the 16th of September. If you are invoicing after this time, ensure you have a PO from your BIMM requestor (even if these services commenced before September 2024).