Accounting Instructions

8. Invoicing and Collection of Income

Introduction

All fees, tariffs, and charges due to the University shall be collected in a timely manner so as to maximise the cash flow position.

Procedure

Tuition Fee Invoicing

Tuition and registration fees are due for payment in full by the student at enrolment, except in those cases where a sponsor, acceptable to the University has taken responsibility for the payment of fees.

Acceptable sponsors are:-

• A Local Education Authority
• A British Government department (inc Research Councils)
• A government department of another country
• A home student's employer

Written confirmation must be provided at enrolment stating that the sponsor will pay fees, with the exception of local education authorities for full-time mandatory awards. Self funding students may be allowed to pay their fees by instalments in accordance with the approved scheme of the University.

The Deans of Faculties shall be responsible for ensuring compliance with the enrolment process.

Residential Fees

The Director of Estates & Facilities shall be responsible for maintaining adequate records of students resident in University accommodation.

Notification must be given to Finance promptly of all residence fees incurred to allow for invoicing of these accounts.

Students will be invoiced individually for Residential fees and any additional fuel or damage costs incurred.

Occupation of residence premises will be subject to provisions of a Licence Agreement which must be signed by the student and witnessed. A deposit is payable by each student and may be used against any future liability. The value of the deposit is stated in the licence agreement. The deposit is refundable at the end of the academic year if no liability is incurred.

A discount scheme for prompt payment may be in operation. The value and the time limits will be advised within the licence agreement.

Miscellaneous Billing

Budget holders must ensure that all other tariffs and charges, due to the University are advised to Finance using a "Invoicing Instructions" form (Appendix 1 - Invoicing Instructions). This form must be completed in full and detail:

• The debtor's full name and address.
• The description of the sale (including any official order numbers/company references).
• The value of the sale (including VAT if applicable).
• Faculty/Service responsible for raising the charge.
• Authorised signatory.
• Nominal code to be credited with the income.

A notification should be raised within 48 hours of the sale being completed and immediately sent to Finance.

All Sales Invoices must be produced by Finance with a copy held on file (See Appendix 2 - Sample Sales Invoice).

Any documentation to be issued with the invoice must be attached to the notification and will be forwarded by Finance to the debtor along with the sales invoice.

Credit Notes

The cancellation of any invoice must be authorised by the appropriate budget holder.

Collection of Income

Tuition Fees

LEA's are required to adhere to dfes regulations. Payment dates are specified in the Mandatory Award Regulations. Where payment of an invoice cannot be made by a local education authority, the School Office and the student concerned must be advised by Registry. Details of action are found within the student enrolment manual.

Employer sponsored

Payment is due in full within 30 days from the date of the sales invoice.

Self-sponsored students

Self sponsored students are required to pay their fees in full at enrolment. A fee payment form must be completed for each tuition payment made.

Where a student has an instalment contract fees must be paid on the agreed dates. Failure to abide by the instalment plan will result in the full balance becoming due.

The Dean of Faculty must ensure that a student shall not be permitted to continue to attend lectures, classes etc, sit any final examinations, obtain any assessment marks or receive their examination results until any outstanding tuition fees have been paid.

Residence Fees

Payment of fees are due within the first 2 weeks of the beginning of each semester or within 2 weeks following receipt of an official invoice.

A prompt payment discount will be allowed if the students payment meets the criteria stated within the licence agreement.

A student shall not be permitted to continue in residence if the student has not paid residence fees or made satisfactory arrangements for payment of those fees.

The Director of Estates & Facilities shall be responsible for ensuring compliance with Financial Regulations regarding residence debtors.

The Dean of Faculty must ensure that any students who have been notified as being debtors shall not be allowed to attend lectures, classes etc, sit any final examinations, obtain assessment marks or receive their examination results until any outstanding residence fee has been paid.