Income Processing

Income Processing reconciles all payments made to the University, and is responsible for the mechanisms and procedures by which we accept these transactions. This includes managing the Online Shop as well as cardholder data security.

Additionally all commercial sales invoices are issued by Income Processing before being passed to TMCC to be credit controlled.

We also monitor student accounts in credit, processing refunds where required.

Sales Invoicing

Sales invoices and credits notes can be requested using the appropriate electronic forms. Please note that we are unable to issue invoices that credit research accounts; for these you will need to contact the appropriate research accountant or college finance staff. Due to the cost of issuing an invoice and chasing payment we are unable to raise an invoice for less than £50.

Invoicing Pages - full details on how to raise an invoice including user documentation and guides on completing request forms.

Invoicing Guidelines - general guidelines and answers to some common questions about raising invoices. Please take the time to look through these before requesting an invoice.

FIN200 Invoice Request - version 2.6a (current) of the pdf invoice request form. All sales invoice requests must be submitted using this form.

FIN205 Credit Note Request - version 1.1 (current) of the pdf credit note request form. All credit note requests must be submitted on this form.

Customer Requests to Set the University up as their supplier - When the University offers goods or services to an external party for the first time, we may be asked to complete a New Supplier Set Up form from our Customer in order for the customer to set us up on their payments system. Once this is complete the customer can raise a purchase order to the University who can then issue a sales invoice to request payment from the customer. 

Online Shop

The University's online shop can be used to take payments for almost anything, and is an efficient alternative to manual methods such as cash, cheques and invoices. Once an item is set up customers can make payment using a credit / debit card or PayPal and you are notified of sales via email. Funds are posted to your departmental accounts within 24 hours without any further intervention, and sales data exported on a routine or ad hoc basis.

Although there aren't any real limits on what we can take online payments for the most obvious examples are where you are taking low value or routine manual payments as the restrictive processing costs can be eliminated and there is no charge for using the online shop.

Online Shop Pages - full details of the online shop services including forms and guides for setting up items and access to the admin pages

Online Shop Guidelines - general guidelines and common questions about the online shop

Event Setup and Item Setup - current versions of the forms used to submit setup requests

Refund Request - for requesting refunds of payments made through the online shop

 Reconciliation

The Reconciliation team looks after all of the manual payments to the University including cheques, cash, bank transfers and card payments. Income is reconciled on a daily basis to ensure it has been identified and posted to the correct accounts. The team are also responsible for the posting and reconciliation of the banking and card payments processed directly by budget centres around campus.

Reconciliation - full details on manual payments, budget centre banking and our reconciliation processes.

The team managing student accounts in credit sit with the Reconciliation team, ensuring requests for tuition and accommodation fee refunds are processed in a timely manner as well as actively monitoring other accounts in credit to determine if a refund is required.

 PCI DSS

PCI DSS is a set of security requirements governing the processing, handling and storage of credit, debit and other payment card details. The purpose of PCI DSS is to ensure we are providing a secure environment (for our customers to make payment) in which our customers can make payment by reducing the risk of card data theft and subsequent fraud.

If you are a member of University staff and require more information please see the PCI DSS pages.

If you are not a member of University staff and have a question that relates to PCI DSS you can contact the PCI DSS team by email at pcidss@contacts.bham.ac.uk.