Accounts information | January 2024

Payment run dates

All invoices, expenses claims and payment requests must be received by the accounts team no later than the end of the working day of:

Friday 2nd February 2024 to be paid on Tuesday 6^th February 2024

Friday 16th February 2024 to be paid on Tuesday 20^th February 2024

Please ensure documents are correctly coded, with receipts attached where applicable and authorised by the budget holder before passing them to the Accounts Team for payment. 

If you have any queries, please email accounts@sant.ox.ac.uk

Payroll dates – Please note February 24 is a leap year

The January 24 pay day for staff will be Wednesday 31^st January 2024. 

The February 24 pay day for staff will be Thursday 29^th February 2024

All requests for payments or amendments that need to be processed through the February 2024 payroll must be received no later than the end of the working day of:

Friday 9^th February 2024

Please ensure all requests have been authorised by the Centre Director or Line Manager by this deadline so that no payments are delayed. 

If you have any queries, please email payroll@sant.ox.ac.uk

Expense claims

Please take time to remind yourself of the Expenses Policy which can be found on SharePoint.  In particular, staff and Fellows should use the most economic and environmentally friendly means and class of travel.  This will usually be public transport, standard or economy class.  Travel by business class or by taxi is unlikely to meet the requirements of economy or environmental impact and, if it is felt that such travel is necessary, approval should be sought in advance from the Bursar.

The Expenses Form can be found on SharePoint and, when making a claim, please remember to provide receipts for all transactions and to provide account codes for each item.

The college has approved suppliers and supplies purchased should generally be paid on invoice, rather than making a purchase and claiming on expenses.  This ensures better financial control and, as we are members of the University Purchasing Consortium, can deliver better value for money and quality of goods.  Expense claims should be for reimbursement of travel and subsistence costs rather than the purchase of goods and services.  If you need stationery or computer supplies or other goods then please use one of the approved suppliers.  If you need advice on who to use then please get in touch: accounts@sant.ox.ac.uk.

Invoice payments and approval limits

The College has a payment run every other Tuesday and it’s important to remember that invoices should be correctly coded and approved at the right level before sending them for payment.  If something needs to be paid urgently outside of these dates please get in touch with accounts team.

The Purchase to Pay process can be found on Sharepoint and includes details about the need to obtain quotes and the relevant approval levels.  Briefly though, it’s important to remember that invoices sent to the Accounts Team for payment should be submitted with the correct coding and already approved by the appropriate person, for larger value invoices that means approval as follows:

• Over £1,500 – approval by an SAO, Centre Director or Fund Holder
• Over £5,000 – approval by the Bursar or Warden
• Over £50,000 – approval by MET and GB

Orders should not be placed without agreement from someone with the right level of approval.

If anyone is unsure of the right codes to use please just give Billy a call.  Likewise if you are unsure whether you need to obtain written quotes or if a purchase order is needed then please get in touch in advance.