If you are not a Supplier of goods or services to the University and are, for example a member of staff or a student, this will likely not affect you unless you are raising purchase orders.
The University of Kent will launch a No PO No Pay policy with all suppliers and contractors providing goods, services and works from 14 September. From this date onwards all invoices received must quote a valid Purchase Order (PO) number and an approved Purchase Order must be on the University’s finance system.
Why we are doing this
As part of our wider work to improve our processes, moving to a No PO No Pay process will allow us to better manage what we spend and when, while also ensuring the University only pays for goods, services and works which have been properly ordered. This will also bring us in line with standard practice elsewhere, providing greater clarity on services and costs for both us and suppliers each time we work together.
What you need to do
From 14 September onwards, all invoices submitted for payment will need to include a valid PO number which the suppliers point of contact will need to receive prior to the delivery of goods or services. Purchase Orders are generated by either the University’s finance system or other ordering systems, such as through the Library, Catering or Accommodation. Invoices received with a valid PO number will then be paid in line with agreed contract terms (usually 30 days from approval). Any invoices without an official order number will be returned to to the supplier, potentially delaying payment.
This is a significant change to how we do things and we appreciate it will take time in some areas to adapt to this new approach. However, once implemented, the move will make a real difference to our ability to manage payment processes more efficiently, and your support with this is greatly appreciated. The Procurement Team have published further information to help with this under the No PO No Pay FAQs tab located here. In the meantime, you can also contact us directly via the Contact page with any questions you have at this stage.