First Aid Reimbursement (Course Costs) – Process Guide

Overview

Use this process when a school or setting requests reimbursement or payment for First Aid course costs for a candidate.

Important: Finance can only process payment once all required documents and (where needed) supplier setup information have been received.

1. Purpose (When to use this)

Follow this process when:

• A school or setting requests reimbursement or payment for First Aid course costs for a candidate
• Finance needs to validate documents for audit and ensure supplier details are in place before payment

2. Pre-checks (What the requester must do before we proceed)

Before submitting the request, the school or setting should confirm they have:

• Confirmed the cost relates to a valid First Aid course for a candidate
• Obtained all three mandatory documents (invoice, receipt, certificate)
• Checked whether the school or setting is already an approved supplier in the system

If the school or setting is not an approved supplier, they must complete the New Supplier Form.

3. Information we need (What must be provided)

A. Mandatory documents (all three required)

The requester must provide all of the following:

1. Invoice from the school/setting

• Addressed to Best Practice Network
• Includes the candidate’s name

1. Receipt

• Proof that the First Aid course has been paid for
• Amount must match the invoice

1. First Aid certificate

• Candidate’s name clearly shown
• Required for audit purposes

B. Supplier information (required if not already set up)

• The school/setting must complete the New Supplier Form if they are not yet registered
  Link: https://forms.office.com/r/r06xm29n0G

C. When we may request clarification

Screenshots or additional details may be needed if:

• The invoice or receipt is unclear or unreadable
• Candidate details do not match across documents
• The New Supplier Form is incomplete or contains incorrect information

4. Timescales (SLA guidance)

• Invoice processing: Starts only once all three documents and (if required) supplier setup are received.
• Supplier setup (New Supplier Form): Processed in line with standard Finance SLAs.
• Payment timeline: Paid according to normal payment schedules, typically 30 days from invoice date, once the invoice is valid and approved.

5. Escalation (When to hand off to a human)

Escalate to Finance (Purchase Ledger) if:

• Documents conflict, appear altered, or raise concerns
• Supplier information does not match submitted forms
• The requester disputes the requirements
• Fraud indicators appear
• The course provider is outside typical scope or is unusually priced

Escalation route: Finance Coordinator / Purchase Ledger Team

6. Compliance and mandatory wording

Compliance rules (GDPR, audit, fraud prevention)

• Do not process payment without all three required documents.
• Only accept documents that clearly show the candidate’s name.
• Verify bank details only through the New Supplier Form. Never accept bank details via email.
• Avoid requesting unnecessary personal information. Only collect documents required for audit.

Mandatory wording (use in responses)

Use the wording below when responding to the requester:

Once the above documents have been received, we will be able to process an invoice and pay it.
If supplier setup is required, use:

7. Links, forms, and reference content

Essential link

• New Supplier Form: https://forms.office.com/r/r06xm29n0G

Standard email reply (template)

Use or adapt the following: