Accounts Payable

 

The Accounts Payable service is responsible for:

  • Payments to suppliers
  • Reimbursement of staff expenses
  • One-off payments

Contacting us about an issue

Details about all the core services we offer are in this website but if you want to contact someone about an issue we have a new system to capture issues in one place called IssueTrak.

If you don't have an account with IssueTrak please email aptos@lse.ac.uk  .

Otherwise, please log in here: IssueTrak.

Select the appropriate QuickPick:

  • A010: UK Payment query       
  • A020: Foreign Payment query    
  • A030: Staff Expenses query
  • A040: Supplier setup query
  • A050: Book a visit to AP Office
  • A060: Training request 

Please note: before contacting the Accounts Payable team, staff are asked to log their issue in IssueTrak and quote the IssueTrak number in all correspondence.

You can also ring our Call Centre on 0207 107 5555

Accounts Payable team structure

 Accounts Payable team structure [PDF]

Office hours

Days

         Core office hours       

          Visiting hours                 

Monday-Friday         

              8.30am - 5pm

              11am - 3pm

Visit us in the Lionel Robbins Buildin, Portugal Road, Aldwych.

Postal Address: Finance Division, LRB, Houghton Street, London, WC2A 2AE

Mission statement

As part of the Financial Operations team of LSE, Accounts Payable is to be the centre of excellence for delivering a first class service necessary for financial management

The mission is to provide a professional, courteous service to the School and suppliers while maintaining high standards of quality to facilitate the university’s goals and objectives. 

The goal of Accounts Payable is to provide timely and accurate expenditure of School funds, and to record those transactions in a manner consistent with School accounting policy.


Policy

  1. Financial Regulations
  2. Foreign Payments
  3. Service Level Agreements

1. Financial regulations

The LSE Financial Regulations set out the responsibility for finance within the School and the financial procedures to be followed by Governors and School staff.

It is the responsibility of heads of departments and spending units to make sure that staff are aware of the existence and content of these regulations and that an adequate number of copies are available in their departments for reference purposes.

Compliance with the Financial Regulations and procedures is compulsory for all staff connected with the School.

To ensure that the School receives value for money, there is an obligation to seek pricing proposals from a range of contractors/suppliers and these should be obtained in written format: For purchases of £8,000 and above please see guidance in LSE Procurement - Information for Staff.    

2. Foreign payments

All overseas payments will be made in local currency where possible.

Caution: be aware the selection of non-local currency may incur additional delays and bank charges. Such additional costs will be cross-charged to the user department.

3. Service Level Agreement

Action                         

 

Time frame     

Setup of new suppliers(vendors)               

Within 10 working days of suppliers setup template being approved by Purchasing

Overseas Supplier detail amendments:

Overseas Suppliers are also set up on CMG’s system(CMG is our foreign exchange payments provider) . It is important to note that it takes 48 hours for any changes to supplier details to become effective in the CMG system.

Register all transactions on Aptos

Within 3 working days of invoice (authorising payment) being received.

First response to IssueTrak queries

An AP Agent should respond within 2 working days with an update on progress.

Return all email messages

All queries should be logged via the new IssueTrak portal.

Please note: emails sent directly to members of staff will be re-routed to IssueTrak

Resolve queries or issues submitted on IssueTrak

Within 5 working days (excluding waiting time outside of the control of the Accounts Payable team)

 Escalation rules

Unresolved queries over 5 working days old will escalate to Head of AP for further action

Unresolved queries over 12 working days old will escalate to Head of Financial Operations for further action

Unresolved queries over 30 working days old will escalate to the Finance Director.

 

Payment of suppliers

Types of expenses ‐ the following table lists the payment methods and   timetable for settlement:

 Type

Form of request

Payment term

Payment method

Payment made

Approved   suppliers

Invoices  

Nett   30 days unless specified otherwise

BACS,   Cheques, or international transfers

At   the end of the calendar month

Existing   employees

Expense   claims

N/A  

BACS  

Every   Tuesday

Payment   to  – self-employment individuals

Expense   claims

N/A  

BACS   or Cheques

Every   Tuesday

One   off payments – individual  

Payment   request form

N/A  

Cheques  

Every   Tuesday

One   off payment to suppliers (Company)

Invoice

N/A  

BACS   or Cheques

Every   Tuesday

New   suppliers

 

Nett   30 days

BACS   or international transfers

At   the end of the calendar month

 

  1. Our aim is to enter all invoices/staff expenses /payment request forms within 72 hours of receipt however any coding errors may cause delays in processing and payment being made. Any invoices/staff expenses/payment request forms received by close of play Wednesday   and are due for payment would normally be included in the following week’s payment run.
  2. It is the School’s intention to stop making payment by cheque and to make all payments via bank transfer, payment to anyone who specifically requires a cheque may be delayed.
  3. All payments to self-employed individuals are subject to HR approval which may result in a slight delay in making payment.
  4. New suppliers it can take up to 10 days to set up a new supplier in Aptos and for overseas or foreign currency payments extra checks are made by our provider which may result in a slight delay in making payment.


The supplier set up details template can be located through your Start menu in Windows. Please follow the path outlined below:

  • Start menu
  • All programs
  • Administrative applications
  • Aptos reports
  • Finance Menu

Access to Finance Menu (crop)

Authorising supplier invoices

All supplier invoices need to be authorised for payment by the budget controller (budget holder), displaying a valid budget code and authorising signature. 

Contractor invoices that attract Schedule D treatment need to be routed via Payroll. For details on the procedure see Appointing self-employed workers at LSE.

Frequently asked questions

  1. How do I get an invoice from an approved School supplier paid?
  2. How  do I get a payment for an ad-hoc supplier?
  3. How do I make payments to students?
  4. Where can I get a payment request form?
  5. How  do I get a foreign currency invoice paid?
  6. Who should I send queries to?
  7. How do I request Accounts Payable training

 


 

How do I get an invoice from an approved School supplier paid?
If the supplier is an approved supplier (a full list can be accessed only internally at Purchasing website on the Purchasing services site) then these invoices are paid in accordance with the School's credit terms. We pay all invoices within the appropriate credit period (for most that will be 30 days net - this means 30 days from the end of the month in which the invoice was raised, so for example an invoice dated 10th June will be paid by us quite correctly - by the 31st of July). Payment to UK suppliers will be by BACS.

 

How  do I get a payment for an ad-hoc supplier?
Payment of invoices from one-off suppliers will be made on a monthly basis.

Please ensure bank details are supplied as part of the new vendor set up form.

 

How do I make a payment to students?

Please complete a Payment Request Form. If there are many students to be paid, please send a list by Excel to  paymentqueries@lse.ac.uk

Payments to to students will generally be by cheque.

 

Where can I get a payment request form?

Please download Payment Request Form (word) and submit completed form to paymentqueries@lse.ac.uk

 

How  do I get a foreign currency invoice paid?
Foreign currency invoices are paid (in accordance with credit terms) by bank transfer/draft on a Monday. Authorised and coded invoices should be sent to Accounts Payable at LRB 5.02.

Who should I send queries to?
If you are unable to find the  information you need on our website please log your question on IssueTrak (our new query tracking system –see AP Team tab)

If you don't have an account with IssueTrak please email aptos@lse.ac.uk.

Otherwise, please log in here: IssueTrak.

Your user ID is equivalent to your network login.

Select QuickPick: A010: UK Payment Query?  Or   A020: Foreign Payment Query?     

Please note:

  • Using this intuitive portal will guarantee a more efficient response to your queries.
  • If you do not have an IssueTrak user ID, please request using the following email address: Aptos@lse.ac.uk  

How  can I request AP training?


Please send your training requests to IssueTrak. 

Payment schedule

 

Reimbursement of staff expenses

 

The LSE staff online Expense Claim Form can be located through your Start menu in Windows. Please follow the path outlined below:

 

Access to Finance Menu (crop)

ExcelForm1

PLEASE NOTE: You will require a UNITe log-in (same as a Statements4 log-in). If you do not have a username, please email Aptos@lse.ac.uk and provide the following information:

  • Your full name
  • Your department
  • Your LSE username
  • Your LSE ID number

Frequently asked questions

  1. When can I get a staff expense payment?
  2. How should I raise queries?
  3. How do I request AP training?

 

When can I get a staff expense payment?

Requests are normally generated in the first payment run following receipt of staff expense claim form. Payments are made every Tuesday by BACS (into the same account as your salary) and should be credited within 48 hours.

How should I raise queries?

If you are unable to find the information you need on our website please log your issue in our new query tracking system IssueTrack. 

If you don't have an account with IssueTrak please email aptos@lse.ac.uk.

Otherwise, please log in here: IssueTrak.

  • Select QuickPick:A030: Staff Expenses Query?
  • Using this intuitive portal will guarantee a more efficient response to your queries.
  • LSE Finance Staff are being advised not to address AP query without an IssueTrak number.

Please note: before contacting the Accounts Payable team, staff are asked to log their issue in IssueTrak and quote the IssueTrak number in all correspondence.

How do I request AP training?

Please email us at paymentqueries@lse.ac.uk

 

 

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