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Transaction Types & Process

TRANSACTION TYPEPROCESS
PAPER INVOICE (GBP)
  • All requisitions/orders created on the MyFinance iProcurement/Purchasing module by departmental staff. 
  • If supplier does not exist on MyFinance, complete the New Supplier Set-up form and send to newsuppliers@ucl.ac.uk.
  • Goods/services to be receipted in MyFinance for all orders raised by departmental staff. 
  • The paper invoice is sent by the supplier directly to central AP either by post or to apinvoices@ucl.ac.uk, where it is inputted, matched and validated.
  • If the invoice price matches the PO within the set tolerance and goods have been receipted there is no further involvement by departmental staff.
  • If the goods have not been receipted, the invoice amount does not match to the PO, the invoice is received in the dept rather than AP or the invoice does not have a PO number the Invoice Exception Process will be activated.
E-INVOICE
  • All orders created on the MyFinance iProcurement/Purchasing module by departmental staff. 
  • Goods to be receipted in MyFinance for all orders raised by departmental staff. 
  • The invoice is automatically imported into the MyFinance AP module by an interface with Science Warehouse and matched to the PO.
  • If the invoice matches and goods have been receipted there is no further involvement by departmental staff.
  • If the goods have not been receipted the PO Buyer will receive an email notification asking them to receipt the goods.
  • If the invoice does not match the PO because of price, it is returned to the supplier for resolution.
FOREIGN CURRENCY INVOICE/GBP INVOICE TO BE CREDITED TO A FOREIGN BANK.
  • All requisitions/orders created on the MyFinance iProcurement/Purchasing module by departmental staff. 
  • If supplier does not exist on MyFinance, complete the New Supplier Set-up form and send to newsuppliers@ucl.ac.uk.
  • Goods/services to be receipted in MyFinance for all orders raised by departmental staff. 
  • The paper invoice is sent by the supplier directly to central AP either by post or to apinvoices@ucl.ac.uk, where it is inputted, matched and validated.
  • If the invoice price matches the PO within the set tolerance and goods have been receipted there is no further involvement by departmental staff.
  • If the goods have not been receipted, the invoice amount does not match to the PO, the invoice is received in the dept rather than AP or the invoice does not have a PO number the Invoice Exception Process will be activated.

Please note: all payments will be made electronically - AP will not process cheques for payments to be sent overseas.

STAFF EXPENSE CLAIMS
STUDENT & EXTERNAL INDIVIDUAL EXPENSE CLAIMS
  • Complete a General Expense form.
  • Attach original receipts, ensure form is signed by UCL Authorised Signatory with requisite monetary limit and send to AP to input and pay. 

Please note: AP cannot make sterling payments and send them by cheque overseas.  All GBP payments to be sent overseas should be made electronically to a foreign bank account (see process for foreign currency expense payments).

FOREIGN CURRENCY STUDENT & EXTERNAL INDIVIDUAL EXPENSE CLAIMS (INC GBP PAYMENT TO BE PAID INTO  OVERSEAS BANK ACCOUNT)
  • Complete a Foreign Bank General Expense Payment Form.
  • Please ensure claimant has signed form and given permission for their bank details to be used by UCL.  If they are not available to sign, please attach authorisation from them to the form.
  • Attach original receipts, ensure form signed by UCL Authorised Signatory with requisite monetary limit and send to AP to input and pay. 
  • Please note: AP cannot make payments by cheque overseas.  All payments to be sent overseas should be made electronically to a foreign bank account.
STUDENT BURSARY/PRIZE PAYMENT
  • Complete a Student Bursary Expense form.
  • Ensure form is signed by UCL Authorised Signatory with requisite monetary limit and send to AP to input and pay. 

Please note: AP cannot make sterling payments and send them by cheque overseas.  All GBP payments to be sent overseas should be made electronically to a foreign bank account (see process for foreign currency student payments).

FOREIGN CURRENCY STUDENT BURSARY/PRIZE PAYMENT (INC GBP PAYMENT TO BE PAID INTO  OVERSEAS BANK ACCOUNT)
  • Complete a Foreign Bank Student Payment Form.
  • Please ensure student has signed form and given permission for their bank details to be used by UCL.  If they are not available to sign, please attach authorisation from them to the form.
  • Ensure form signed by UCL Authorised Signatory with requisite monetary limit and send to AP to input and pay. 

Please note: AP cannot make payments by cheque overseas.  All payments to be sent overseas should be made electronically to a foreign bank account.

VISITING RESEARCH FELLOW PAYMENT

Please note: AP cannot make sterling payments and send them by cheque overseas.  All GBP payments to be sent overseas should be made electronically to a foreign bank account (see process for foreign currency visiting research fellow payments).

FOREIGN CURRENCY VISITING RESEARCH FELLOW PAYMENT (INC GBP PAYMENT TO BE PAID INTO  OVERSEAS BANK ACCOUNT)
  • Complete a Foreign Bank Visiting Research Fellow Subsistence Form.
  • Please ensure Research Fellow has signed form and given permission for their bank details to be used by UCL.  If they are not available to sign, please attach authorisation from them to the form.
  • Ensure form signed by UCL Authorised Signatory with requisite monetary limit and send to AP to input and pay. 

Please note: AP cannot make payments by cheque overseas.  All payments to be sent overseas should be made electronically to a foreign bank account.

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