25 June 2026

Invoices are not always processed straight away because information is missing or actions are still pending. The points below will help prevent delays.

1. Always include the correct reference

Are you placing an order (including orders outside BAS Insite)? Ask the supplier to always include the purchase order number, project code (if applicable), or cost centre on the invoice. Please refer to the invoice guidelines for details.

2. Provide information for the Work-Related Costs Scheme (WKR)

For events and certain expenses, we need additional information for the WKR. Please ask the supplier to include this information on the invoice or in the accompanying email whenever possible:

• What was the purpose of the meeting or expense? (for example, a meeting, team day, or Christmas gathering)
• Who attended? (employees only, or also external guests, students, or visitors)
• Where did the meeting take place? (at the university or at an external venue)

3. Check your open tasks in BAS Insite regularly

• Respond to review requests in good time and always complete them through BAS Insite.
• Check invoices carefully and approve or reject them as soon as possible.
• If you reject an invoice, clearly explain why and what changes are required.

4. Request an urgent payment if necessary

If a supplier reports an overdue payment that could affect their service, please submit an urgent payment request through the Financial Service Desk. Before doing so, check whether the invoice is still waiting for approval.

5. Submit invoices only once

Avoid submitting invoices more than once or using alternative channels. This can delay processing and increase the risk of duplicate payments.

By following these simple steps, we can help ensure a smooth invoicing process and timely payment of our suppliers.