Brigstow Institute

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Paying Project Partners

(Please note only a University of Bristol researcher will be able to do this)

Set up team members as suppliers on MYERP

There is a very useful tool on the Finance Services SharePoint: https://uob.sharepoint.com/sites/finance-services/SitePages/Find-the-correct-payment-method.aspx which can help you find the right way to pay team members. If a team member is either self-employed or a business, they must be set up as a supplier on MyERP and paid via purchase order and invoice. It is important to set up suppliers at the very beginning of the project. It is not always a quick process and there can be negative impacts on relationships within the project team if people are not paid on time because of delays in getting them set up. The steps involved in setting up team members as suppliers are shown below:

 

Information needed by Julia to start the set-up process:

  • Contact details for the team member
  • How much the team member will be paid over the full course of the project
  • What service they are providing to the project (please provide as much detail as possible in one or two sentences)
  • How often/the dates the team member will be invoicing (i.e. monthly during the project, or a one-off invoice)
  • How much will each invoice be, if known

 

PAYING TEAM MEMBERS

Julia Cassell will help with paying team members once they’ve been set up as suppliers, in consultation with the project’s budget holder. There are a few notes below which might be useful.

Purchase order numbers must be quoted on all invoices. A model invoice can be found on the University of Bristol website.

Invoices should be sent to purchasing-invoices@bristol.ac.uk  with julia.cassell@bristol.ac.uk copied in.

Different ways of paying team members

An overview of the different options availiable to pay partners. Please see the drop down menu below for more details on each payment option.

  • Purchase order and invoice(also see link to model invoice)

    • The team member pays their own tax and national insurance
    • VAT must be paid to a team member if they are VAT registered (the cost of the VAT comes from your budget, so must be included in all calculations)
      • Self-employed team members: set up on MyERP as a supplier
      • Businesses: set up on MyERP as a supplier

  • Temporary Staffing Service

    • Tax and national insurance paid by the University before team member receives their money
      • Team members who are not self-employed or a business or working at the University.

  • Payroll

    • Team members who currently work part-time at the University (must be working on the project outside their normal working hours)

  • Research Participants 

    • People offered a small payment for taking part in workshops/interviews etc.
      • Complete payment request form

Purchase Order and Invoice (for suppliers set up on MyERP)

Purchase orders for non-marketplace suppliers (MyERP terminology for the sort of suppliers who would be working on Brigstow’s seedcorn projects) can only be created on MyERP by trained requisitioners at the University.

There are different ways of setting up the purchase orders and invoices depending on how the team decides payments will be made:

  • Separate purchase orders each time an invoice is due 
  • Staged payments 
  • Call off orders 

For all three ways of setting up purchase orders and invoices, the general flow, in summary, is:

  • Budget holder asks Julia to create a requisition
  • Julia creates requisition
  • Requisition is approved by budget holder and sometimes finance (depending on the amount)
  • Purchase order is generated and emailed to the team member automatically
  • Amount appears in the non-salary commitments column in the budget on MyERP
  • Research/creative work is done on the project
  • Purchase order is receipted by Julia
  • Team member quotes purchase order number on invoice(s) and sends invoice to purchasing-invoices@bristol.ac.uk (see link to model invoice on the University of Bristol website)
  • Finance team match the invoice to the purchase order on MyERP
  • Invoice is paid
  • Amount moves from non-salary commitments column in the budget on MyERP, to the ‘actuals’ column (i.e. it has actually been spent now).

 

Temporary Staffing Service (TSS)

Use this option if the team member:

  • Does not already work for the University
  • Is not self-employed
  • Is not being paid through a business
  • Guidance is available on the TSS web page: http://www.bristol.ac.uk/temporary-staffing/
  • Legally, TSS must make certain checks to ensure the person is allowed to work in the UK before any work on the project can begin
  • TSS require requests for registration to be made at least 3 weeks in advance of any work being done on the project. The University would be breaking the law if the team member does any work on the project before they are registered with TSS
    • The project’s budget holder completes a Casuals, Academic & Guest (CAG) candidate request form (CRF), available at the above web page. The contract will be either:
      • Ad hoc – irregular hours for up to 12 months
      • Casual – regular hours for up to 3 months
    • We suggest you do this as an ad hoc request, which can be up to 12 months, but only if the hours are not regular each week
    • The budget holder will need to request MyERP access for workers separately (guidance is on the TSS web page: http://www.bristol.ac.uk/temporary-staffing/)
    • Budget holder sends an email to service-desk@bristol.ac.uk to request IT set up for the team member (this is meant to take up to 48 hours but can take much longer)
    • The team member will get
      • A user name
      • A U-Card (to be collected from Security Services in Royal Fort Lodge)
  • Payments are made in arrears for the hours worked during the previous month
    • Holiday is paid at 12.07% of the total hourly rate they work for on the assignment. TSS staff do not get paid when they actually take leave.
    • Each month, the team member lets their supervisor know how many hours they have worked on the project
    • Their supervisor will complete a timesheet on MyERP
    • They will be paid for their work on the 26 of the following month. 

Payroll

Use this option for:

  • Someone who works part-time at the University and is working on the seedcorn project outside of their normal working hours
  • Full guidance is available on the University of Bristol MyERP Support Web Pages: https://uob.sharepoint.com/sites/myerp/SitePages/Getting-paid-staff-fees.aspx
  • The budget holder will receive a task on MyERP to approve the fee payment being made from the project budget.

Research Participants

Use this option if:

  • You are paying people to take part in your research workshops, interviews or focus groups etc.
  • Use payment request form (exempt treatment), available on the Finance Services SharePoint: Forms (sharepoint.com) (you will need a University of Bristol login to access this form online)
  • The research participant will need to fill in some sections
  • The budget holder will need to fill in other sections
  • Once complete, if the payment is less than £1000 email the form to accountspayable-queries@bristol.ac.uk. If it is £1000 or more, email it to the budget holder’s faculty finance team for authorisation, asking them to forward it to accountspayable-queries@bristol.ac.uk once authorised.

Would you like some support with this?

Contact: julia.cassell@bristol.ac.uk

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