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 administration formalities that need to be undertaken prior to commencement of the support/service - 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 within a few days or sooner). This can be through e.g.: a direct payment, a supplied purchase order, supplied order number, signed quotation for services etc.

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

(1) Fastest pathway: Direct payment for services
This pathway is generally the quickest route when we need to be able to commence the support for you without any delay.

• 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 you a payment transfer link to you via Wise payment system (with invoice), with payment due within 3 days.

• Credit card payments can be arranged upon request, but they will incur an additional 2.2% usage fee.

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

(2) Pathway via pro rata invoice
Here, your university/institute will formally agree to the support via paying from a pro rata invoice.

• 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 via bank transfer within 5-7 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.
  

(3) Pathway via supplied order number and invoicing details
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 via bank transfer. For new clients, terms are 14 days.

• Once the formal order number and invoicing details have been supplied to us,  we can then commence the support with you.

(4) Pathway via formal purchase order
Here, your university/institute will pay us once a formal purchase order has been raised and sent to us.

• 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 to use. In this case, a quicker pathway would need to be used.

(5) Pathway via formally signed quotation for services
Here, the university/institute will formally agree to the support, via an electronically signed quotation for services (provided by us).

• 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 office 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 via bank transfer) to the university/institute accounts department, and we can then commence the support with you.

eINVOICING PLATOFRMS/SYSTEMS
We have a company policy that we only utilise a few of the invoice submission databases/platforms (e.g. CHORUS, Peppol Access Point), as other (national) databases/platforms are unmanageable for service providers outside of the HI country, or the EU.

In the case that your university or institute uses such a platform for invoice submission, in order to be able to utilize our services, you will first need to contact us to confirm which system you use. If it is not one that is in our current directory, you/your accounts department will then need to work with us to find another suitable pathway for invoice submission and payment.