Administration and Payment Pathways

After we have provided you with the requested support details and the pricing associated with this this; and/or we have provided you with a formal quotation for services (if a formal quotation is required), and you now wish to proceed with our services - there are a few steps that need to be undertaken prior to commencement.

The first step before we can commence any support with researchers is to complete the administration process, as we legally cannot start any support until we have formal acceptance of the work.

This formal acceptance can take several forms, depending on the country of the Host Institute, the university/institute administration process, as well as the speed in which a researcher needs our support to begin (i.e. a deadline for grant submission or interview is  fast approaching and support then needs to commence asap).

As such, there are different pathways available to complete the administration process:

Payment for services via credit card

• To use this method, we will need to receive: (i) your university/institute office address details; (ii) any required information to be included in the invoice; and (iii) the VAT number of the university/institute.

• We will send a credit card payment link to you (with downloadable invoice), with payment due within 3 days.

• Note: Card payments can be broken up into separate payments if there are payment limits on the card. You will need to notify us of this beforehand so that we can arrange this.

• As soon as we receive payment, we can commence the support with you.

• This pathway is generally the quickest route for us to be able to commence the support for you without delay.
  

Payment via pro rata invoice (payment via bank transfer)

• Here, your university/institute will pay from a pro rata invoice from us without the need of a purchase order being raised.

• In this case, the grant office or administration/invoicing office will need to contact us with a request for a pro rata invoice. We will then raise and send this invoice, with the payment to be made to us within 7 days.

• Once the payment has been made (with a copy of receipt and bank transfer details sent to us), we can then commence the support with you.
  
  Payment via supplied order number and invoicing details (payment via bank transfer)

• Here, an authorised representative of the university/institute, or yourself (if you are using your own university fund/research account) needs to provide us with: (i) a project code/order number linked to the respective fund account; (ii) the invoicing address details; (iii) email address of who to send the invoice to (i.e. a central invoicing centre or accounts person); (iv) any required information to be included on the invoice; and  (v) the VAT number of the university/institute.

• For institutes and universities that we have worked with before, payment terms are 30 days. For new clients, terms are 14 days.

Payment via formal purchase order (payment via bank transfer)

• Here, your university/institute will pay us once a formal purchase order has been raised, and we then send an invoice to them.

• Note: Some universities may require us to raise a pro rata invoice first before a purchase order to then be raised.

• Once this formal purchase order has been received by us, we will then raise and send an invoice (payable strictly within 30 days) to the university/institute accounts department, and we can then commence the support with you.

• Note: This pathway can take much more time than others, as the university/institute administration office may need up to a few weeks to raise this purchase order. If you are working to a deadline, i.e. you have an interview or grant deadline fast approaching), this would not be the most effective pathway for support to commence without delay. In this case, payment via credit card would be a quicker way for the support to commence.

Payment via formally signed quotation for services order number (payment via bank transfer)

• Here, the university/institute will pay us once a quotation for services from us has been electronically signed by an authorised representative.

• The university will also need to send to us: (i) the invoicing address details; (ii) email address of who to send the invoice to (i.e. a central invoicing centre or accounts person); (iii) any required information to be included on the invoice; and  (iv) the VAT number of the university/institute.

• Once this signed quotation for services has been received by us, we will then raise and send an invoice (payable strictly within 30 days) to the university/institute accounts department, and we can then commence the support with you.

Please note: We have a company policy that we do not utilise the services of a national invoice submission database (e.g. CHORUS in France), due to numerous past issues and problems with these systems.

• In the case that your university or institute uses such a system, in order to be able to utilise our services, you will need to find another pathway for payment (for example, payment via credit card).