1.1 This policy specifies the processes to be followed in relation to the payment, retention and content of invoices issued by the Association of British Education Awards (ABEA).
2 Invoice Issue – Qualification Fees
2.1 Invoices for qualification fees are issued at the point of enrolment when centres submit a learner’s intent to complete a qualification / unit through ABEA Online Registration Service (ORS).
2.1.1 Centres may have as many online (ORS) accounts as they wish but each account holder must be authorised by the person registered with ABEA as the main Examinations Officer. Permissions are restricted to one of the following:
- Read Only Access;
- Submit Enrolments;
- Submit Registrations and Claims.
2.1.2 Centres are advised that staff:
- to whom submission rights are given for creating courses, adding learners to courses, requesting examinations and claiming awards, must have the authority to raise an invoice, and
- must keep their passwords confidential.
2.2 An email with a copy of the invoice content is generated and sent to both the member of centre staff who created the enrolments and to the centre’s Finance Department to confirm an invoice has been raised.
2.3 ORS account holders must still download the invoice generated, authorise it and send that authorisation immediately to their Finance Department for payment.
3 Invoice Issue – Other Fees
3.1 Other fees are usually invoiced at the point where services have been completed.
3.1.1 Other fees are published on the ABEA website and include, but are not limited to, those for centre recognition and qualification approvals, qualification advisory visits, additional moderation, additional certification enquiries and appeals.
3.2 ABEA reserves the right to charge other fees prior to the completion of services, including, but not limited to the following circumstances:
3.2.1 Where a centre is a private or voluntary training organisation and the invoice relates to the first centre recognition and/or qualification approval visit.
3.2.2 Where a centre has a history of bad debt.
4 Invoice Content
All ABEA invoices contain a description of the services purchased.
4.1 Qualification Fees. The invoice contains the following information that relates to qualification fees:
- The centre’s Purchase Order (PO) number or the name of the person who has requested the services if no PO number was submitted;
- Centre’s address details;
- The qualification title;
- The number of learners enrolled and the total qualification fees;
- The total credit fees based on the choice of units if not a full qualification;
- Details of late enrolment / entry fees where applicable.
4.2 Other Fees. The invoice contains:
- centre address details;
- a description of the service given.
5 Invoice Payment and Credit Control
5.1 ABEA’s payment terms are the standard 30 days from the date of the invoice. All payments must be made against the respective invoice.
5.2 ABEA Finance provides its Centres with a monthly statement that outlines their financial transactions with ABEA.
5.3 ABEA Finance will contact a centre’s Finance Department if invoices have not been paid within the period stated above, requesting payment to be made immediately. Where no response or payment is received ABEA reserves the right to invoke its credit control procedures which includes invoking an additional charge of 8% above the Bank of England base rate and which may also result in the suspension of services until any debt is repaid (see Sanctions Policy).
5.4 ABEA will not be held responsible if a centre’s authorised users do not comply with their own centre policies / processes for issuing PO numbers and will pursue any payments withheld in respect of this in line with its credit control and sanction procedures.
6 Credit Payments
6.1 Any credits owing to a centre will be offset against future invoices unless otherwise requested by a centre and will be valid for 12 months from the date of the Credit Note.
7 Retention of Invoices
7.1 Copies of invoices relating to ABEA’s services to centres are stored on ABEA’s business system and are retained in line with current financial legislation.
8 Quality Assurance
8.1 This policy and guidance is reviewed annually to ensure it continues to meet the needs of ABEA, its centres and the Regulators (Ofqual in England).