Sundry Payment Process

The Sundry Payment process can be used for one-off supplier payments where the value is £1,000 or less (including VAT). Where payments will be above this value or repeated, you will need to set up a new supplier in Agresso, see guidance on page: New Supplier Process

Please note that the Purchase/Corporate Card or Amazon Business purchasing process may be more appropriate for small-value purchases. Please refer to the guidance at Purchasing Card, Corporate Card & Amazon Business

The Sundry Payment process can also be used for a limited selection of non-supplier payments, with no value limit, such as:

  • Visitor Expense Reimbursement
  • Student Stipend Payment (Non-UK Bank only)
  • Student Refund (Non-UK Bank only)
  • Donations
  • Prize/Award Payments
  • Customer Refund
  • Research Partner/Funder Payments
  • External Examiner Payments for Research Degrees
  • Honorarium Payments (As long as the P&OD Service Provider process - P&OD - Service Provider & Self Employed Process has been followed and confirmation of honorarium status received)
  • Research Participant Payments (Refer to guidance and separate form at Research Participant Payments )
  • Student Expense Reimbursement (Non-UK Bank or Non-Registered Student only – refer to guidance and separate form at Student Expense - non-UK Bank account & non-registered student)

The Sundry payment process cannot be used to pay:

  • Employees (unless the payment is not related to their University job role)
  • Any Suppliers who fall within the IR35 regulations
  • Self-Employed Individuals/Honorarium where the CEST process has not been followed and confirmation of status received (Refer to )

To proceed with a Sundry payment request, please fill out the form below and send the form plus supporting documentation in one PDF file to finance-accountspayable@glasgow.ac.uk. For Research Participant or Student Expense (Non-UK bank), please use the forms at the above links.

If making a supplier payment, please check before submitting a sundry payment request that they do not already have a supplier record on Agresso.
Sundry Payee Form V1- 2025

FAQs

1. How do I complete the Sundry Payment Form?

1. How do I complete the Sundry Payment Form?
Within the form, there are instructions explaining how to complete the form and what supporting documentation is required. Incomplete forms will not be processed and will lead to a delay in payment.

2. What supporting documentation is required for Sundry Payment requests?

Within the sundry form, there is a drop-down list to select the payment type (i.e., supplier payment, expense reimbursement, etc),


When the payment type is selected, the supporting documentation required will be listed in section 2 of the form.

Please ensure the appropriate supporting documentation is included in the payment request.

If the payment type you require is not listed, an ‘Other’ type option is available. If you are not sure what appropriate documentation for the payment would be in these cases, please contact Accounts Payable in the first instance.

3. How do I add new tabs to the excel form for supporting documentation and then save the form & supporting backup as a single PDF file?

Please follow the below steps:

  1. To add a new tab to excel: click on an existing tab then right click your mouse and select "insert" then "new worksheet"

  2. Copy and paste supporting documentation into the new tabs – you may find the Snipping tool useful for this.

    Treat each tab as an A4 sheet – please do not exceed COLUMN J or go past ROW 59. You may need to make your screenshot/image smaller for the backup to fit to page


    As many tabs are required can be used.

  3. To save the form and supporting document as a PDF file – hold down the control button on your keyboard and using the mouse click on the tabs you want included in the complete claim to be sent to accounts payable for processing (Sundry Form tab + any tabs where you have inserted supporting documentation).

Once you have clicked on the tabs you want - click on File then SAVE AS, BROWSE and select to save it to your desktop.

Name your file and then change the document type to be a PDF and then click on SAVE.

If you now open the attachment on your desktop you will see the form on the first page and then the other back up will follow on the additional pages. The form should always appear before the backup.

Please check that the PDF document looks correct and the form and all backup is clearly visible before sending to accounts payable.

4. I need to make multiple payments to the same payee (i.e. in the case of expenses), can these be requested on the same form?

Yes, if requesting more than one payment to the same payee within a weekly period, please combine these on the same sundry form to reduce administrative burden on accounts payable.

5. Can the payee fill out and submit the form themselves?

No, sundry request forms will only be accepted from a University of Glasgow department not direct from the payment beneficiary.

6. Why is a bank statement used as proof of bank details and what needs to be displayed on the statement?

The provision of a bank statement (or online banking/app screenshot or scored through blank cheque) allows the payables team to verify the bank details recorded on the payment form are correct against an official banking document.

This is to protect both parties (the payee and the university) in the case of typos or intentional alterations and ensure the funds are sent to the correct account.

The copy bank statement only needs to display Bank Name, Account Name & Account Details. Transaction data or other sensitive data can be redacted.

7. What are the payment terms for Sundry Payments?

Payment terms are 30 days from Accounts Payable receipt of a complete form with appropriate backup.

9. What currency can sundry payments be made in:

The sundry request form has a drop-down of currencies in which payment can be made. To avoid FX rate differences, the preferred currencies are GBP, EUR, and USD.

Please note that we can only pay CNY to suppliers, not individuals. Individuals need to use USD, GBP, or EUROS. If paying in CNY then a CNAPS code needs to be provided.

10. What happens if the payment is rejected by our bank?

If a payment is rejected and this is due to incorrect payment details provided on the sundry form, any resulting bank charges that the University receives will be charged to the sub-project provided on the sundry form.

Similarly, if the University is charged any additional bank charges to facilitate a complex transfer or a return of funds that have resulted in losses due to exchange rate differences, these will be charged to the sub-project provided on the sundry form.