Control of Contract Payments, Nicholas 

I discussed a payment system for standing contractual monthly payments with David a few weeks ago in light of the double payments to City Wide Cleaning which were made on three occasions because on each occasion one payment was made automatically and another for the same month was approved manually via the normal system of invoice approval. 

It seems to me we need to change our internal system so that we know when an invoice has been paid and also BCS needs to change their system. 

At the moment some payments are made without an invoice being received but it is not clear when and how that happens. 

I think we should provide BCS a standing instruction for each of the contracts with fixed monthly payments (I think we have cleaning, Wazevans and BCS itself). 

BCS itself should be included in this system. 

Essentially BCS should be given our instruction for each contract to release the agreed contractual fee on a specific day of the month for a specific twelve month period depending on the contact date. 

We should issue an instruction every twelve months for each and every contract. 

BCS should release that payment without further request for approval unless they receive advice from us to the contrary. 

We have to address the question of whether or not the suppliers need to provide an invoice for their standard monthly fee but whatever we decide with BCS, the decision should be clear and in written form between the three parties (Aurora, BCS and Supplier). 

In all cases any requests for payments for anything above the standard monthly fee should comply with our normal practise of invoice receipt, invoice review and approval and then payment. 

If that means making two payments per month at different times to suppliers with contracts then so be it. 

We should insist that any payments to cover variable payments above the standard monthly fee are made via invoices that are treated in the normal manner. 

This is but one possible method to prevent double payment and to keep non contractual expenses under review before they are paid but in any case I think we need a new system that is clear, unambiguous and understood by all involved.

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