Information for Existing Suppliers

University Policies 

As an existing University supplier, when working on University premises and with members of our organisation, you are subject to University policies, such as our Health, Safety & Wellbeing Policy, Protection of Vulnerable Groups Policy and their Dignity and Respect Policy.

Policy Directory | The University of Edinburgh

Payment

No PO, No Pay

The University operates a ‘No PO, No Pay’ policy: We will only pay for goods, services and works which have a valid purchase order number quoted on the supplier invoice.

Invoices must be sent to the Accounts payable team with a valid PO number, or the invoice will not be paid.

Unless specific contract terms have been agreed, the University’s standard payment terms are 30 days from receipt of a valid invoice, and an invoice will only be deemed valid if a purchase order number is quoted upon it.

Purchase Orders

Suppliers are advised not to undertake or make any commitment with the University for the supply of goods and services until the official order has been raised. Our purchase order format is UOE1234567 (3 x alpha and 7 x numeric) 

Failure to comply with this may result in non-payment of your invoices.

Invoice Processing 

Invoices should be sent directly to Accounts payable apinvoices@ed.ac.uk.  They should be in PDF format and only one PDF invoice per email is to be attached. 

An invoice without a valid PO number will be returned to the supplier and not be paid. 

If your invoice is returned, you should contact the person who placed the original order instruction and ask them to provide a valid PO number. When obtained you should resend the invoice quoting the valid PO number to apinvoices@ed.ac.uk.  

Branding 

If you are a contracted supplier with the University, you can utilise the University’s supplier logo for the following approved uses: 

• Presentation slides
• Digital and print promotional materials
• Web pages
• Event/fair stands 

You must complete the access request form via the Communication and Branding team to be able to access materials.

Brand guidelines and logos | Communications and Marketing

Suppliers involved in promotion, branding, advertising, culture, leadership and or change management must meet with the University brand team before starting any project with the University.

Important: Use of the supplier logo only where relevant and in line with university brand guidelines. It should not be used to promote products/services outside of your agreement with the University of Edinburgh.  

Contact details: camadmin@ed.ac.uk