What you need to know
On the 01 April 2018 HUHFT are transferred their transactional Financial and Procurement services to NHS Shared Business Services (NHS SBS). The below contains important information for suppliers to enable payment of their invoices.
Supplier Invoicing/Credit Notes
Invoices/credit notes cannot be processed if sent to the Trust or via email.
Postal Invoice – All suppliers (except pharmacy) must send invoices to NHS SBS Wakefield to be processed. It must be correctly addressed and include the Trusts unique code in order to be processed. All suppliers have been notified and Invoice details are contained on our purchase orders.
Homerton University Hospital NHS Foundation Trust
RQX Payables F765
Electronic Invoices - If suppliers wish to submit invoices electronically (recommended) they need to follow the new process using Tradeshift. The Trust cannot accept invoices by email.
Further information for suppliers including Suppliers FAQ can be found here.
Supplier Payment Queries
The correct process for suppliers payment or remittance queries is:
- Suppliers need to ring NHS SBS on 0303 123 1177 to ensure your invoices are registered.
- Invoices Not registered - need to be re-provided with the correct address to NHS Wakefield
- Multiple Invoice Status Updates – suppliers can email their excel statement to SBS-W.Payables@nhs.net for an update
2. NHS SBS will provide an update as to where each invoice is in the approval /payment process, and notify them of any hold queries that need to be resolved.
3. Local Accounts Payable - Only once the above has occurred should suppliers contact the local accounts payable team on firstname.lastname@example.org for overdue, awaiting approval invoices who can help facilitate internal approval.
The local AP department cannot assist if the invoices are not registered with NHS SBS.
Historical PO number beginning 871xxxxxx are no longer valid.
Please request updated PO numbers from your relevant contact point to continue with swift payment of invoices. New PO numbers begin 334xxxxxxx.
No Order No Pay
In December 2017, HUHFT introduced a ‘No Order No Pay’ Policy. Not only does this ensure that HUHFT controls its spend, it also supports the efficient payment of invoices received. Suppliers should no longer provide goods and/or services to HUHFT on the receipt of an email or telephone call (unless expressed permission has been received from the Head of Procurement and Supply Chain).
To ensure that invoices are processed without delay it is essential that NHS SBS are provided with HUHFT’s valid PO Number. Most requests for goods and services will be accompanied by a valid authorised PO number. There will be a few exceptions that will be agreed prior to an order being placed, as these will follow a separate governance process. If your company has received a valid PO number please ensure it is quoted on the invoice.
There are a few approved exceptions to the ‘No Order No Pay’ Policy:
- Agency services
- International Visas
- Utilities; and
- Legal Services
For these exceptions, please place the name of the HUHFT contact in the PO field on your invoice.
General Data Protection Regulation (GDPR)
The General Data Protection Regulation (GDPR) will apply from 25th May 2018, when it supersedes the UK Data Protection Act 1998. It expands the rights of individuals to control how their personal information is collected and processed, and places a range of new obligations on ALL organisations to be more accountable for data protection.
With immediate effect, no patient/personal identifiable data will be detailed on POs from HUHFT and your company can no longer put identifiable data on related invoices (i.e. names and addresses).
All organisations are accountable for personal identifiable data under the new regulation.
For further information on GDPR, please go to this link
In future, any POs relating to a specific patient for home deliveries and/or tests from HUHFT will be identified by:
1. the patient’s unique NHS number (e.g. 123 456 7890) and
2. the patient’s date of birth (e.g. 01/01/2001)
Together, these details can be used to identify the patient. Then separately, either via secure NHS.net email or telephone, the HUHFT authorised clinical person will confirm the patient’s NHS number and date of birth along with the associated patient name and delivery address, to your company.
Where appropriate, for POs and invoices relating to HUHFT specific employees, these will be identified by
1. The employee’s unique assignment (Payroll) number (e.g. 12345678); and
2. Initials (e.g. AB)
It is the supplier's legal responsibility to ensure any person identifiable data, provided from HUHFT, is handled and processed correctly.