Finance and Procurement

BIMM Finance and Procurement is a central function of BIMM Group supporting BIMM University and MetFilm School. The content below relates to all finance and procurement matters for BIMM Group, BIMM University, and MetFilm School.

BIMM Finance partners with the Vice-Chancellor & CEO, Board, and Executive team to maximize the financial performance of the University, support strategy and commercial decision-making, ensure relevant regulatory and governance requirements are met, and oversee financial stewardship.

BIMM University Procurement is part of the Finance function and supports the University in making purchasing decisions which:

• deliver value for money and sustainable outcomes
• mitigate risk, and
• meet the requirements of our students, colleagues, and investors

The University has a wide range of third-party requirements which enable us to deliver creative industry higher education through providing high-end facilities, incredible lecturers, and an unrivalled network of connections across the UK, Ireland, and Germany.

Doing business with BIMM

To express your interest in becoming a supplier to BIMM, please email us a summary of your service proposition, experience and key contact details to [email protected].

Unless otherwise agreed with BIMM, our terms and conditions shall apply to all University purchase orders for goods and/or services. BIMM payment terms are 30 days.

Terms and Conditions (PDF)

No Purchase Order (PO), No Pay

BIMM has an active ‘No PO, no Pay’ policy with all suppliers (exception for some freelance workers providing course delivery services, please see below) providing goods and services as of 2nd September 2024. From this date, all invoices must quote a valid PO number generated from the BIMM finance system, unless an alternative formal route of engagement has been agreed with the Assistant Director of Procurement.

Please note that due to the system transition, during the first two weeks of September 2024, invoices will be processed, but no payments will be made.

Why has this been implemented?

A ‘No PO No Pay’ stance allows BIMM to better manage what is spent and when, while also ensuring it can consistently maintain a prompt approach to paying for goods, services, and works which have been ordered in accordance with approved processes. This is an industry-standard approach and contributes to greater clarity on services and costs for both the University and suppliers.

What do you need to do?

If you are a supplier to the University, invoices must be sent to [email protected]. Emails or paper-based invoices sent elsewhere may be lost, delayed, or not uploaded to the finance system for payment. This will impact on our ability to pay you on time.

Invoices must include a valid Purchase Order number, be PDF format, and in line with HMRC guidance as below. BIMM will reject invoices that do not include the BIMM PO number which may result in a delay in payment to you. Correct invoices will be paid within 30 days.

HMRC guidance states that invoices must also include the following information:

• the word Invoice is clearly stated
• a unique invoice number which identifies the invoice
• company name, address and contact information
• the date of the invoice
• a clear description of the charges including the amounts
• VAT number (if VAT registered).

Purchase order questions

I have provided goods/services, but I have not received a PO or PO number

You should only accept an order when a valid PO is provided. If you receive an order from BIMM without a valid PO, ask for one to be provided before proceeding with providing the goods/services.

If the requestor confirms that an approved PO has been generated for you, but you have still not received anything, please ask them to check your email details to ensure that we have the right contact details for you.

What do I do if I receive a PO and it is not correct, or I do not understand the details on the PO?

Contact your key contact at BIMM for the goods/service you are providing and ask them to correct the PO.

My contract has an entity on it that is different to that on the PO.

Please contact [email protected] to discuss novating your agreement to the correct entity.

Who will send me the PO?

The Purchase Order will be sent from our finance system to the email address we have on file for you.

How do I change my details?

Notification of any changes to suppliers’ details, such as a change of address or bank details must be provided in writing and emailed to [email protected].

The University will not be able to amend your record without this written notification and, depending on the amendment may require further information, such as proof of address documentation before any changes can be made. 

Payment and invoicing questions

Will I still get paid if I forget to include the PO number on my invoice?

No, invoices without valid PO numbers will be rejected for payment and you will need to resubmit an invoice with a PO number on it. 

I have not received my payment (after 30 days)

BIMM University standard payment method is direct payment to your bank account via the BACS system within 30 days of receipt of an accurate invoice. If you have a query regarding an outstanding payment, please email the accounts payable team at [email protected].

Invoices may be disputed for several valid reasons. This may include, but is not limited to:

• PO number quoted does not match the issued PO
• PO number quoted on invoice is closed or complete
• Invoice quantities, description, dates or pricing do not match those on the quoted PO number

I’ve already invoiced up to the full value of the PO and have further costs to invoice for, what do I do now?

Please speak to your business contact at BIMM to discuss a new PO being raised for the additional costs.

I do not have a PO, I’m currently providing services/goods and am due to invoice before the 16th of September

Invoices will be accepted without a PO until the 16th of September. If you are invoicing after this time, ensure you have a PO from your BIMM requestor (even if these services commenced before September 2024).

Freelance Lecturers