Supplying to us
How we source our suppliers and manage our invoice payments.
Support to suppliers through Covid-19
- May we please draw your attention to government guidance contained in PPN20-20 https://www.gov.uk/government/publications/procurement-policy-note-0220-supplier-relief-due-to-covid-19 which the Met Office will comply with.
- Communication is essential through this period and if the current situation is causing you difficulties for the delivery of Met Office services please contact [email protected].
Supplying the Met Office
The Met Office is a complex organisation with diverse supply needs. To meet those needs we source suppliers in several ways, such as:
- From amongst companies that have registered on our Opportunities portal
- Through recommendations from other public sector/international organisations
- Through specialist publications/journals/exhibitions
- Precedent purchases
- Via direct approaches and introductions
The Met Office holds ISO 9001-2015 and ISO 14001-2015 and wherever practical, we work with suppliers who also hold this accreditation.
Prompt payment of suppliers
The Met Office aims to pay at least 80% of all valid UK supplier invoices within 5 working days in line with a Government wide target. We aim to pay all non-UK suppliers within our contracted terms. We also aim to pay all suppliers, both UK and non-UK, within our contracted terms. The Met Office's standard contracted terms for suppliers is payment within 30 days of presentation of a valid invoice.
We are also a signatory of the UK government Prompt Payment Code. Wherever possible, the payment terms are passed on to any sub-contractors engaged in support of a Met Office contract.
How to submit an invoice
To help the Met Office reduce invoice payment times, please follow this simple guide to submitting a valid invoice.
Please ensure your invoices always:
- Include clear reference to a Met Office Purchase Order number
- Clearly describe the goods or services provided
- Comply with UK VAT rules, where appropriate, (see HMRC guidance)
- Are emailed to: [email protected]
If you do not have access to email please post your invoices to: Accounts Payable, Met Office, FitzRoy Road, Exeter, EX1 3PB
Measuring prompt payment
In accordance with the central Government target we measure payment within 5 working days, starting from the day on which our Accounts Payable team receives a valid invoice. The time to pay ends when the money, paid by either BACS or CHAPS, is received in the supplier's bank account. We do not settle supplier invoices by cheque.
As signatories to the Prompt Payment Code we also measure the time to pay from the date of the invoice.
Our payment statistics do not include payments we have made by Government Procurement Card. Suppliers that accept credit cards receive payment from us even sooner than the 5 working day target.
How are we doing?
Our current performance in paying valid supplier invoices promptly is reported here in line with the following reporting requirements:
i) Crown Commercial Services reporting on the Government target to pay at least 80% of suppliers within 5 working days, measured from date of receipt of a valid invoice:
|Period:||Percentage of invoices paid within 5 days||Percentage of invoices paid within 30 days||Total amount of liability to pay|
Financial year 2018/19
Financial year 2019/20, quarter ending:
30th June 2019
|30th September 2019||83.8%||97.5%||Nil|
|31st December 2019||89.6%||98.0%||Nil|
|31st March 2020||83.4%||98.5%||Nil|
Financial year 2020/21, quarter ending:
30th June 2020*
|30th September 2020*||28.2%||92.1%||Nil|
|31st December 2020^||60.9%||97.5%||Nil|
|31st March 2021^||74.4%||97.3%||Nil|
* As an immediate consequence of the Covid-19 lockdown in March 2020 the frequency of supplier payment runs was reduced from daily to weekly. Due to the incompatibility of the BACS payment software with our remote working secure access portal our staff had to physically attend our HQ site to process each payment run. The decision to reduce payment run frequency was taken as a compromise between minimising risk to our staff and their families and maintaining the flow of funds to our suppliers. From November 2020 onwards we have been able to complete the processing of BACS payment runs remotely and have moved to two payment runs per week.
^ Payment run frequency has been increased to twice a week and a solution for running the BACS software remotely has now been found.
Crown Commercial Services also require the following annual data be published:
|Financial year:||Proportion of valid & undisputed invoices paid within 30 days in accordance with regulation 113*||The amount of interest paid to suppliers due to a breach of the requirement in regulation 113*|
* For more information on regulation 113 please see Public Contracts Regulations 2015.
ii) Prompt Payment Code reporting on the proportion of invoices paid within 30 days with a target of paying at least 95% of invoices within 60 days, measured from the date of the invoice:
|Percentage of invoices paid within 30 days||Percentage of invoices paid within 60 days|
Calendar year 2019, half year ending :
30th June 2019
31st December 2019
Calendar year 2020, half year ending :
30th June 2020
31st December 2020
If you believe that a payment due to you is overdue, please contact our Accounts Payable team by any of the following routes:
- Phone: 0330 135 4201
- E-mail: [email protected]
- Post: Accounts Payable, Met Office, FitzRoy Road, Exeter, EX1 3PB
In the unlikely event that a dispute is not resolved promptly please write to: Head of Finance Operations, Met Office, FitzRoy Road, Exeter, EX1 3PB.
If you have any other feedback regarding our handling of supplier invoices please submit it in writing to: Head of Finance Operations, Met Office, FitzRoy Road, Exeter, EX1 3PB.