There are several payment methods that are permitted for LA Schools: purchasing card, local bank account cheque (for schools with own bank accounts), BACS and imprest cheque.
Goods or Services should have been received unless payment is by imprest account or purchasing card (which are mainly for minor purchases).
The majority of invoices are paid via through schools Financial Management System (FMS). Please refer to your ICT provider for guidance on paying invoices through FMS.
– details of the person(s) permitted to authorise batches should be sent to the Finance Team. Any amendments to signatories Change of signatory form for Invoice batch authorisations should be emailed to email@example.com
– Batches should be authorised promptly and the invoices forwarded to County as soon as possible (please bear in mind your courier collection day when processing invoices to ensure that they are collected as soon after processing as possible). Please be aware that due to the reduction in the regularity of the courier service we may well contact you for a scan of any invoices which have failed to upload due to errors in processing.
– ensure that cheques are not pre-signed, and are only signed by authorised signatories
– if on-line banking, ensure only authorised staff process the payments and that logins are not shared by staff.
Please see Retention of documents information for how long invoices should be kept in school.