FAQs

I have an urgent REQ order to place, what do I do?

WMAT purchasing processes should still be followed, the REQ order she be raised using PSF purchasing system and authorisation procedures adhered to. 

WMAT central finance should be contacted using finance@wmat.org.uk to alert the team as to why there is an urgent order and what the order is for so we are able to factor this into our work schedule.

WMAT central finance team will endeavor to place the order as soon as possible.

To help minimise urgent orders, we ask all schools to forward plan. We publish deadlines for year end and new academic year orders in the summer term. Adhering to these deadlines helps the ordering process to be compliant and efficient.

How do I contact WMAT finance?

finance@wmat.org.uk is the main email contact address, emails received here are monitored daily.

The WMAT central finance telephone number is 01252 900550 select option 4

The WMAT central finance team work a hybrid working pattern, either at Weydon WMAT central office, at school sites or at home.  

Please refer to 'Welcome to the WMAT central finance team' section for individual contact details and a brief summary key roles and responsibilities for their schools.

I am a budget holder, what should I do if I don't have any budget left?

If your budget has been fully spent, you should not commit to any further expenditure.  As a budget holder you should review your current spend to date via IRS Purchasing to ensure the costs incurred meet with your expectations. There is a guide in the 'How to guides' section for finance which details how this can be checked in the system.

As a budget holder, if you require additional budget because of expectational circumstances you should notify your school's Finance manager. They will review this request with your Headteacher /Principal. Only if this is agreed, your budget forecast cost center will then be increased accordingly through a budget deviation process, you will then be notified. 

Please note, we work very hard with schools to set realistic budgets/forecasts, we ensure that as a finance team we have an open/honest dialogue throughout the financial year to help manage budget deviations. 

When is the latest date orders can be placed for the current academic year?

The orders deadline for the current academic year is usually the Friday before the May half term in the summer term. WMAT central finance will send guidance to schools around March time to confirm this. 

When orders placed for the new academic year?

New orders for the new academic year are placed after the May half term, we set a deadline of a around the middle of June for REQ orders to be raised in the system to ensure that orders can be placed and delivered before the end of term, where possible. By setting this timeframe, our experience has proven that this really does help minimises goods being mis placed during the summer school holidays.

When are WMAT payment runs to suppliers?

There are weekly payment runs, typically on a Thursday. We completed BACs runs which is a 3 working day payment to suppliers and for reimbursement of approved staff expenses 

The supplier I would like purchase from is not set up in PSF purchasing, what do I do?

WMAT finance team should be contacted via email and we will complete our new supplier processes. As part of this for management of fraud risk we will complete an independent check on bank details provided. To school management expectations, these checks have to be completed, the new supplier will not be set up in IRIS purchasing until these are done and all checks are considered to be satisfactory.  

When a school trip is set up in Arbor or Tuscai, do I need to let WMAT finance know?

There is the WMAT PSF Trip process guide within the How to Guide section. Yes, WMAT finance need to be informed, as we need to set up the trip in IRIS  Accounting trips ledger so we are able to record the income for the trip and pay the invoices in accordance with finance processes.