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Invoicing Policy

To download a copy of this document please click here: OCNSWR Invoicing Policy

1          General Scope

This policy document covers the invoicing for all provision accredited by Open College Network South West Region (OCNSWR), in its capacity as an Open College Network (OCN) licensed by NOCN and for all provision offered by OCNSWR as an awarding organisation licensed by Ofqual, and for all provision offered by OCNSWR as an Access Validating Agency licensed by QAA.  Exceptions may be approved separately to this document and will be confirmed in writing with the centre.

2          Operating year

The OCNSWR operating year runs from 1^st August to 31^st July.

3          Fees and Charges

OCNSWR Fees and Charges are published annually and are available on the OCNSWR website (http://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/fees-and-charges) a printed copy will also be sent out to all current recognised centres annually and to all new centres recognised during the year.

NOCN Qualification fees are published annually and are available from the NOCN website (http://www.nocn.org.uk/qualifications/fees-and-prices)

4          New Centre Recognition Fee

4.1       Charge for: the recognition of a new centre or a centre whose recognition status has lapsed for one year or more.  The New Centre Recognition fee includes the Annual Fee (see 5) for the current year.  New centres will receive:

All of the services covered by the Annual Centre Recognition fee

An additional Quality Reviewer “health check” visit to provide full support and guidance

Advice on Training and CPD opportunities

One to one mentoring and support as required

4.2       Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application.  The invoice will be sent out within 15 working days of the receipt of a correctly completed Centre Recognition application.

4.3       Payment Terms: must be paid in full prior to Centre Recognition status being confirmed in the event of a successful application and within 30 days of the date of the invoice.  The fee is not refundable if Centre Recognition status is not achieved.

4.4       Information on the invoice and included with the invoice:

The invoice will contain the following information:

OCNSWR – Annual Centre Recognition Fee and the year that the fee applies to

“Please note that Centre Recognition will not be granted until the non-refundable fee has been paid in full and all conditions in relation to your application have been met.  New centres will be formally notified of the outcome of their application by OCNSWR and, if successful, only then can they register learners.”

No additional information will be sent with the invoice.

5          Annual Fee

5.1       Charge for: an annual fee to recognised centres based on the number of learner registrations during the preceding year.  The number of learner registrations is counted by the number of times any learner is registered, if a learner is registered multiple times during the year then this will count as multiple registrations.  The minimum annual fee will be invoiced even if no learners have been registered during the preceding year. 

The annual fee covers the costs of:

Support and advice from OCNSWR staff on curriculum development and accreditation administration Quality audit and centre risk assessment

Up to two Quality Reviewer visits per year

Access to units accredited by OCNSWR, units accredited by other OCNs and NOCN National Qualifications

Administration and account management costs

5.2       Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application or as amended by any subsequent Centre Amendment form received by OCNSWR.  The invoice will be sent out in July each year for the forthcoming year.

5.3            Payment Terms: the invoice must be paid in full within 30 days of the date of the invoice.

5.4            Information on the invoice and included with the invoice:

The invoice will contain the following information:

OCNSWR – Annual Centre Recognition Fee and the year that the fee applies to.

No additional information will be sent with the invoice.

6          Charge for learner registration

6.1       Charge for: the registration of learners, there is no additional charge for the certification of successful learners.  Registration charges are based on either the qualification charge where learners are registered on a full qualification and this is indicated at registration or by the Intended Credit Value (ICV) of the class being registered.  Centre Purchase Order (PO) numbers will be recorded and included on the invoice and the Learner Listing supplied with the invoice if they are supplied at registration.  If a centre requires that a PO must be included on all registrations then OCNSWR will make this a mandatory requirement of learner registration.

6.2       Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application or as amended by any subsequent Centre Amendment form received by OCNSWR. The invoice will be issued within 30 working days of the receipt of the correctly completed learner registrations or within 15 working days of the notification of the registration of the learners whichever is soonest.

6.3            Payment Terms: the invoice must be paid in full within 30 days of the date of the invoice.

6.4            Information on the invoice and included with the invoice:

The invoice will contain the following information:

OCNSWR – Learner Intended Credit Charges

Purchase Order (PO) number(s) (if supplied or required)

Or

OCNSWR – Qualification name Learner Registration Fee

Purchase Order (PO) number(s) (if supplied or required)

In addition to the invoice and included with the invoice will be:

a)    A printed invoicing spreadsheet with the following information:

the name of the Centre

the name of the site delivering the course (if notified at registration)

the OCNSWR programme ID as allocated by OCNSWR and specified on the Recommendation of the Award of Credit (RAC) issued to the Centre Admin contact after registration

the Corse title as specified by the Centre on the registration form and included on the RAC

the Course start date as specified by the Centre on the registration form and included on the RAC

the OCNSWR Run ID as allocated by OCNSWR and included on the RAC

the Tutor’s name for the course as specified by the Centre on the registration form and included on the RAC

the number of learners registered

the Qualification registered for or the ICV as specified by the Centre on the registration form and included on the RAC

the charge per learner

the total charge for the course for learner registrations

a Y/N (Yes/No) indication of whether or not a late registration fee is being applied

the total cost of the late registration fee if applicable

the total cost of replacement certificates if replacement certificates are being issued

b)    A printed copy of the Learner Listing with the following information:

The name of the programme

The name of the Centre

The name of the site (if included in registration)

Provider Reference (if included in registration)

Tutor’s name

Start date of the course

End date of the course

the OCNSWR Run ID as allocated by OCNSWR and included on the RAC

the ICV (if not registering for a full qualification)

The Course name (as supplied by the Centre)

For each learner registered – the OCNSWR learner ID, Surname, Forename, Date of birth, date registered

The total number of learners registered on this course

Purchase Order (PO) number(s) (if supplied or required)

7          Late Registration fee

7.1      Charge for: there will be a per learner late registration fee for all registrations received after the deadlines given below:

For courses of 15 weeks or less,  the registration form must be received by OCNSWR within 25 working days of the start date of the course

For courses of more than 15 weeks, the registration form must be received by OCNSWR within 60 working days of the start date of the course

Where registrations are received after the deadlines the registrations may be refused or a late fee will be charged (please see OCNSWR Fees and Charges (http://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/fees-and-charges).

7.2            Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application or as amended by any subsequent Centre Amendment form received by OCNSWR. The invoice will be issued within 30 working days of the receipt of the correctly completed learner registrations or within 15 working days of the notification of the registration of the learners whichever is soonest.

7.3            Payment Terms: the invoice must be paid in full within 30 days of the date of the invoice.

7.4            Information on the invoice and included with the invoice:

 The invoice will contain the following information:

Late Learner Registration Fee

In addition to the invoice and included with the invoice will be:

A printed invoicing spreadsheet – as at 6.4 a)

A printed copy of the Learner Listing – as at 6.4 b)

8          Replacement Certificate fee

8.1            Charge for: replacement certificates where the original certificates have been lost or damaged or if certificates have been incorrectly issued due to an error by the Centre.  The centre is required to complete a Replacement Certificate Request – Centre form and return to OCNSWR with the incorrectly issued certificates and a full explanation of the reason for the request.

8.2       Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application or as amended by any subsequent Centre Amendment form received by OCNSWR. The invoice will be issued within 15 working days of receipt of the correctly completed Replacement Certificate application.

8.3       Payment Terms: the invoice must be paid in full within 30 days of the date of the invoice.

8.4       Information on the invoice and included with the invoice:

The invoice will contain the following information:

Replacement Certificate fee

In addition to the invoice and included with the invoice will be:

 A printed invoicing spreadsheet – as at 6.4 a)

A printed copy of the Learner Listing – as at 6.4 b)

9          Additional Quality Assurance fee

 9.1      Charge for:  where additional Quality Assurance measures are required to ensure centre compliance with terms and conditions or where the verification of the award of credit makes it necessary, the centre may be invoiced at the current rate for additional Quality visits.  The decision to apply additional Quality Assurance measures will be made by the OCNSWR Director of Quality and notified to the Centre by email to the named Centre Quality contact.

9.2      Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application or as amended by any subsequent Centre Amendment form received by OCNSWR.  The invoice will be issued within 15 working days of the notified additional visit by the OCNSWR Quality Reviewer.

9.3      Payment Terms: the invoice must be paid in full within 30 days of the date of the invoice.

9.4      Information on the invoice and included with the invoice:

 The invoice will state:

Additional Quality Reviewer Visit and include the date of the visit and the name of the Quality Reviewer who attended.

10        Consultancy fee

10.1    Charge for: consultancy work previously and separately agreed with organisations and which falls outside OCNSWR’s standard offer.  This will be charged by the full day or half day and will be agreed with the organisation in advance of the work being undertaken by OCNSWR. This also includes recognition/validation of courses for Access to HE programmes for those centres not using the OCNSWR Common Access Framework. This rate will also apply to credit development and bespoke training.    

10.2    Issue of invoice: the invoice will be sent to the Finance contact identified by the centre on the Centre Recognition application or as amended by any subsequent Centre Amendment form received by OCNSWR.  The invoice will be issued within 15 working days of the agreement with the organisation.

10.3    Payment Terms: the invoice must be paid in full within 30 days of the date of the invoice.

10.4    Information on the invoice and included with the invoice:

 The invoice will state:

Charge for OCNSWR consultancy service provided for the development of and include details of the specific service provided and name of staff undertaking it (if appropriate)

11        Other charges

Other charges for services agreed with OCNSWR will be levied at the discretion of the OCNSWR Chief Executive Officer.  These will be agreed in advance with the organisation and will be invoiced within 15 working days of this agreement or where otherwise agreed with the organisation and the invoice must be paid within 30 days of the date of the invoice.

12        Late Payment Terms

It is stated in the OCNSWR Fees and Charges that:

It is the responsibility of the providing organisation to pay fees and charges within 30 days of the invoice date.

Late payment charges will be incurred beyond this period of 2% of the invoice value per month. Centres should note that enquiries relating to invoices should be made within 20 working days of the date of the invoice. No adjustments or credit notes will be produced after this deadline and the original invoice will be due for payment.

13        Information on all OCNSWR Invoices

The following statements are included on all OCNSWR invoices:

TERMS ARE STRICTLY 30 DAYS FROM THE DATE OF THIS INVOICE

 Please make any queries regarding this invoice to the Finance Officer on 01752 -831500 as soon as possible or alternatively you may e-mail Jan Auty.

May we remind you that your membership may be suspended or withdrawn for late payments as stated in the Centre Recognition Application form.

Please make cheques payable to OCN SOUTH WEST REGION LTD and send it to the Finance Officer at the Plymouth Office (address below). Alternatively you may prefer to pay by BACS, remembering please to quote the invoice number(s) of those invoice(s) being paid and also please send us a remittance note. Again please send this to the Finance Officer at the Plymouth Office (address below) or again e-mail Jan Auty.

14        Related documents

OCNSWR Fees and Charges -http://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/fees-and-charges

NOCN Qualification Fees and Charges – http://www.nocn.org.uk/qualifications/fees-and-prices

OCNSWR Registration Policy – https://www.ocnswr.org.uk/about-open-college-network-south-west-region/our-policies/registrations-policy

 OCNSWR Replacement Certificate – Centre – form -https://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/replacement-certificates