Procedure: Payments to third parties: Difference between revisions

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Before making any payment to a third party, please read the relevant [[Policy: Payments to third parties |Payments to third parties policy]]
Before making any payment to a third party, please read the relevant [[Policy: Payments to third parties |Payments to third parties policy]].


When making payments to third parties please follow the following guidelines:
When making payments to third parties please follow the following guidelines:


# Pay the exact amount that appears on the invoice; never make payments towards a total;
# Pay the exact amount that appears on the invoice; avoid making payments towards a total;
# Fill-in the cheque for payment with all the details necessary;
# Never use pencil to write on invoices;
# Never use pencil to write on invoices;
# Write (better use the relevant stamp) on the invoice the name of the project to be charged;
# Stamp (Expense Stamp) on the invoice the name of the project to be charged to and all other relevant information;
# Place the Invoice in the relevant Unit's Incoming Box in the Financial Officer's office.
 
When the Financial Officer executes the payment, the following tasks shall be done:
 
# Fill-in the cheque for payment with all details necessary;
# Write on the invoice the cheque number;
# Write on the invoice the cheque number;
# Make a photocopy, placing the cheque on top of the invoice and staple this copy behind the invoice.
# Make a photocopy, placing the cheque on top of the invoice and staple this copy behind the original invoice.
# Place the completed set in the Invoiced Done Box in the Financial Officer's office.
# Cheques must be picked-up from the Financial Officer's office with a receipt signature.  
 
[[Category:Procedures]]

Latest revision as of 00:35, 29 January 2016

Before making any payment to a third party, please read the relevant Payments to third parties policy.

When making payments to third parties please follow the following guidelines:

  1. Pay the exact amount that appears on the invoice; avoid making payments towards a total;
  2. Never use pencil to write on invoices;
  3. Stamp (Expense Stamp) on the invoice the name of the project to be charged to and all other relevant information;
  4. Place the Invoice in the relevant Unit's Incoming Box in the Financial Officer's office.

When the Financial Officer executes the payment, the following tasks shall be done:

  1. Fill-in the cheque for payment with all details necessary;
  2. Write on the invoice the cheque number;
  3. Make a photocopy, placing the cheque on top of the invoice and staple this copy behind the original invoice.
  4. Cheques must be picked-up from the Financial Officer's office with a receipt signature.
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