Common use of Payments and Invoicing Clause in Contracts

Payments and Invoicing. It is likely that the Authority will require one quarterly consolidated invoice (broken down line by line). All consolidated invoices must include purchase order numbers and an accompanying schedule which details all ordered associated with the invoice. The Provider/s shall comply with the Authority’s requirements in respect of authorisation, invoicing and payment processes and procedures. This may include, but not be limited to, consolidated invoicing, invoicing by cost centre and/or account codes; electronic invoicing; and invoicing to different levels of detail. Electronic invoicing should comply with the standard on electronic invoicing if it complies with the European standard and any of the syntaxes published in Commission Implementing decision (EU) 2017/1870. The Provider/s shall be required to assist the Authority developing invoice process efficiencies at no additional cost to the Authority. To enable successful processing, all invoices submitted to The Authority must clearly state the word ‘invoice’ and contain the following: • a unique identification number (invoice number) • your company name, address and contact information. • the name and address of the department/agency you’re invoicing. • a clear description of what you’re charging for and itemised billing per cohort and key contractual areas. • the date the goods or service were provided (supply date) • the date of the invoice • the amount(s) being charged. • VAT amount if applicable • the total amount owed. • a cost centre code (available from your MoJ business contact) or a valid PO number If any of the above information is missing from the invoice it will be returned to The Supplier. Invoices relating to a Purchase Order In addition to the minimum requirements above, invoices relating to a PO must not contain any lines for items which are not on the purchase order. If this occurs, the invoice will be returned to The Supplier. All invoices must be submitted by email and meet the following criteria: • Email size must not exceed 4mb. • 1 invoice per file attachment (PDF), multiple invoices can be attached as separate files. • Any supporting information, backing data etc. must be contained within the invoice PDF file. Failure to meet these criteria may result in not all Supplier invoices being processed, or The Supplier invoice(s) being returned. Invoices will be ‘matched’ to a corresponding PO onto the finance system providing a valid number is quoted. The finance system will then attempt to validate the invoice against the PO. If the validation fails, payment of the invoice will go on ‘hold’. The following scenarios will cause invoice validation to fail: • the invoice line description does not match the corresponding purchase order line description. • the item price, quantity and/or amount on the invoice does not match the item price, quantity. • and/or amount on the corresponding PO • there are more invoice lines than PO lines. To ensure the invoice is successfully matched and validated, it should replicate, as much as possible, the information and structure contained in the corresponding PO. The Authority may issue POs using Basware (an eMarketplace that is used to transmit purchase orders and receive invoices electronically) and, unless approved otherwise, The Supplier shall, when invited, register on Basware. The Authority will pay all sums due to The Supplier within 30 days of receipt of a valid invoice unless an alternative arrangement has been approved. Accompanying backing data should be provided by The Supplier for all invoices. The total learner costs will be split into a payment on registration (50%) and then on completion of the course (50%). Payment Profile Percentage of learner payment On registration 50% On completion/qualification of course – once the results are shared with the Authority and the learner. 50% Total 100% For example: Total learner cost £6,000 Payment on registration £3,000 Payment on course completion/qualification £3,000 (Once results are shared with the Authority and the learner) Rebate Mechanism The Authority would like a refund mechanism in the event that a learner withdraws from the MoJ FPiT programme before the halfway point of the course. The rebate will be based on the monies paid for that learner. Refund Mechanism Refund percentage of amount paid on registration Cancellation before the halfway point of the course (Course duration is set during enrolment, and may only change with exceptional circumstances agreed with the Authority) 25.00% of the 50% enrolment fee. If a learner leaves the MoJ after the halfway point of the course but before the Forensic Psychologist in Training qualification is achieved, then the MoJ will only pay a percentage, based on the tables below, of the completion payment of 50%.