Invoicing Policy

OTHM INVOICING POLICY
Invoicing Policy
April 2020
Policy authorised by Responsible Officer
OTHM INVOICING POLICY | APRIL 2020 PAGE 1 OF 5

Table of Contents
1.0 Introduction .................................................................................................................3

2.0 Scope of policy............................................................................................................3
3.0 Policy statement..........................................................................................................3
4.0 Procedure ...................................................................................................................3
5.0 Nonpayment of invoices ..............................................................................................3
6.0 Refunds ......................................................................................................................4
7.0 Regulatory references.................................................................................................4
8.0 Policy review date .......................................................................................................5
9.0 Useful contacts ...........................................................................................................5
OTHM INVOICING POLICY | APRIL 2020 PAGE 2 OF 5

1.0 Introduction
The OTHM Invoicing Policy aims to make clear to our delivery Centres how invoices are
issued, what invoices contain, the terms of payment and consequences of nonpayment.
2.0 Scope of policy

This policy is aimed at all OTHM stakeholders including learners, Centres, and other parties
involved in any aspect of OTHM qualifications and endorsed learning provision.
3.0 Policy statement

OTHM will:
• Process all learner registration invoices and dispatch them to Centres within five
working days or within seven working days for other services requested.
• Deal with the Centres in accordance with the OTHM Customer Service Agreement.
• Require all invoices to be due for payment immediately upon receipt.
• Not be able to provide any services without receiving payment.
4.0 Procedure
Invoices raised will include the following information:
• Invoice Number
• Date of Invoice
• Centre Reference
• Due Date
• The qualification Code and description or a description of the service requested
• Quantity Ordered
• Unit and total Price per qualification or other product or service
• Total Invoice price
• Centres Unique identifier – Centre Number.
Payment Terms:
• The Centre must pay all invoices immediately upon receipt.
5.0 Non-payment of invoices

If any amount remains unpaid after the payment date, OTHM may apply sanctions to the
Centre. This may include:
• Suspension of certification
• Refusal to register learners
• Refusal to provide any further services to the Centre until such amount is paid
• Further financial sanctions
INVOICING POLICY | APRIL 2020 PAGE 3 OF 5

The Centre shall be liable for the reasonable costs incurred by OTHM in seeking recovery
of unpaid amounts.
Where a Centre continually exceeds payment terms, OTHM will issue a letter requesting
payment and warning of impending financial sanctions at 31 days. If payment is not
received within 10 days of the date of the letter, then financial sanctions will be imposed.
Continued non-payment will invoke notice of intention to terminate the Centre Approval with
reference to the relevant clauses in the Signed Centre Agreement. Termination of the
Centre Agreement and withdrawal of Centre Approval will ensue three months after notice
is given unless full payment of outstanding monies is made.
Preferred Methods of Payment

• All payments are payable by Bank/Wire/Online Transfer
• We do not accept cash, debit/credit card, cheque and banker's draft
If you have any queries on invoices and payments or any other financial matter; you can
contact at: [email protected]
6.0 Refunds
Learner registrations
A full refund will be made if a Centre contacts OTHM within 5 working days of confirmation
of registration where the Centre has:
• registered a learner in error
• registered a learner on an incorrect qualification
• duplicated a registration
Training days
Where a booking is cancelled, or transferred to a different training day the amount of the
booking fee refunded is as follows:
• Cancellation or transfer over 30 days prior the event: 75% refunded
• Cancellation or transfer between 30 & 20 days prior the event: 50% refunded
• Cancellation or transfer between 20 & 10 days prior the event: 25% refunded
• Cancellation or transfer less than 10 days prior the event: no refund.
Refunds will be made by the same method as used for payment.
7.0 Regulatory references

Ofqual requires all regulated Awarding Organisations to establish and maintain evidence of
their compliance with the General Conditions of Recognition. As part of its ongoing process
of compliance, OTHM policies and procedures will reflect the particular conditions and
criteria they address.

This policy addresses the following Ofqual General Conditions of Recognition (GCoR).
GCR Reference GCR Section title

F3 Invoicing
8.0 Policy review date

July 2020
9.0 Useful contacts

For more information on our qualifications and services visit: www.othm.org.uk.
Alternatively, call at: +44(0)20 7118 4243 or email at: [email protected]
End of policy

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OTHM INVOICING POLICY

OTHM INVOICING POLICY | APRIL 2020 PAGE 1 OF 5

1.0 Introduction .................................................................................................................3

OTHM INVOICING POLICY | APRIL 2020 PAGE 2 OF 5

2.0 Scope of policy

3.0 Policy statement

5.0 Non-payment of invoices

INVOICING POLICY | APRIL 2020 PAGE 3 OF 5

Preferred Methods of Payment

Refunds will be made by the same method as used for payment.

7.0 Regulatory references

INVOICING POLICY | APRIL 2020 PAGE 4 OF 5

GCR Reference GCR Section title

8.0 Policy review date

9.0 Useful contacts

INVOICING POLICY | APRIL 2020 PAGE 5 OF 5

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