All staff members at the University who are involved in raising invoices and credit notes, and the management of debtor accounts (except student debts which are managed by student administration)


To provide a framework for accounts receivable and credit management for research receivables within the University


The key areas covered by this policy are the raising of invoices, credit notes, the payment of accounts, and collection of overdue accounts


1.    Payment for goods and services must be received before goods / services can be delivered unless credit terms have been granted

2.    Payment on credit terms is only allowed where payment cannot be obtained in advance and the debtor's credit credentials have been adequately established

Note- In most cases this will be by credit reference checking

3.    Debtors must agree to this policy before they can be approved to trade with the University on credit terms

4.    In line with normal commercial practice, debtors are to be requested to provide a purchase order when purchasing goods and/or services from the University

5.    Further credit will not normally be given to a debtor whose account is overdue

Note - All decisions to grant credit for goods and services must be authorised in accordance with the Financial Delegations Policy

6.    Credit notes can only be given in limited circumstances.

Note - They must be authorised in accordance with the Financial Delegations Policy

7.    The collection of overdue research accounts will be performed by the Research Operations Centre

Note - The mandatory procedures that also form part of this policy appear in the related document Credit Management Procedures


The following definitions apply to this document:

Credit means deferred payment by a customer for the goods/services provided by the University

Debtor is a party who owes money to the University

Staff member refers to an indvidual employed on a full or part time basis by the University

University means the University of Auckland and includes all subsidiaries

Document management and control

Owner                         Group Financial Controller

Content manager          Financial Services

Approved by                 Chief Financial Officer

Date approved              23 March 2018

Review date                 23 March 2021