To claim reimbursement for a candidate’s First Aid course, your school must provide an invoice addressed to Best Practice Network, a matching receipt, and the candidate’s First Aid certificate. If not an approved supplier, complete the New Supplier Form. Finance processes payment after receiving all documents and completing supplier setup, typically within 30 days. Additional review may occur if documents conflict or raise concerns.
To claim reimbursement for a candidate’s First Aid course, your school or setting must provide an invoice, a matching receipt and the candidate’s First Aid certificate. Finance can only process payment after receiving all three documents and, if required, completing the supplier setup.
How to claim First Aid course costs
- Confirm that the cost relates to a valid First Aid course for the candidate.
- Collect the invoice, receipt and First Aid certificate described below.
- Check whether your school or setting is already registered as an approved supplier.
- If it is not registered, complete the New Supplier Form before payment can be processed.
- Submit the three documents and any required supplier information.
Which documents you must provide
You must provide all three of the following documents. Finance needs them to validate the claim for audit purposes and cannot process payment without them.
- An invoice from your school or setting: it must be addressed to Best Practice Network and include the candidate’s name.
- A receipt: it must show that the First Aid course has been paid for, and the amount must match the invoice.
- The First Aid certificate: it must clearly show the candidate’s name and provide proof of attendance for audit purposes.
Only provide the personal information and documents required for the audit.
How to register as a supplier
If your school or setting is not already an approved supplier, complete the New Supplier Form. This allows Best Practice Network to set up your account and update its records.
Provide and verify bank details only through the New Supplier Form. Never send bank details by email.
If you or your setting have questions about the form, contact Best Practice Network. [VERIFY: add the appropriate contact route for questions about supplier setup].
When more information may be required
Finance may ask for screenshots, clearer documents or additional details if:
- the invoice or receipt is unclear or unreadable;
- the candidate’s details do not match across the documents; or
- the New Supplier Form is incomplete or contains incorrect information.
How long reimbursement takes
Invoice processing starts only after Finance has received all three required documents and completed any necessary supplier setup.
New supplier registrations are processed in line with Finance’s standard service-level timescales. Once an invoice is valid and approved, payment follows the normal payment schedule and is typically made within 30 days of the invoice date.
When a claim needs additional Finance review
A claim must be referred to the Finance Coordinator or Purchase Ledger Team if:
- documents conflict, appear altered or raise concerns;
- supplier information does not match the submitted forms;
- the requester disputes the requirements;
- there are indicators of fraud; or
- the course provider is outside the typical scope or the course is unusually priced.