The Charity expects all suppliers and contractors to submit invoices promptly following the provision of goods or services. As part of its financial control framework, the Charity will not normally pay invoices received more than six months after the date on which the goods or services were supplied. Any exceptions to this policy must be approved by the Chief Executive or Trustees, who will consider the circumstances, available budget, contractual obligations, and evidence supporting the claim.
Trustees have a duty to ensure the charity’s funds are properly managed and accounted for.
Timely submission of invoices supports accurate budgeting, financial reporting, and cash flow management.
Delayed invoices can distort management accounts and make it difficult to understand the charity’s true financial position.
Charity budgets are normally approved annually and monitored throughout the financial year.
Allowing very old invoices to be submitted can create unexpected financial pressures on current budgets and divert resources from current charitable activities.
A clear six-month deadline applies equally to all suppliers and contractors.
Consistent application of the policy reduces the risk of preferential treatment and strengthens procurement controls.
