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What to expect from HESA finance communications

We will contact you regarding your organisation’s subscription from time to time. This page provides you with some information to help you understand when this may be and what communications could look like (example communications are included at the bottom of the page).

General communications

Information regarding the subscription model itself, how this relates to statutory and regulatory requirements and any changes to the approach or what is included will always be sent to the Accountable Officer.

Invoices

Subscription invoices are issued twice a year;

  • Invoice issued in June, to cover the subscription period 1 August – 31 January
  • Invoice issued in December, to cover the subscription period 1 February – 31 July

There are occasions, in response to a request for Training or a Bespoke visit, that an ad-hoc invoice will be issued.

All of our invoices are issued from our accounting system directly to the identified finance contact that has been provided to us.

They are issued from “[email protected]" <[email protected]>” to an identified finance contact and consist of a basic email with a pdf attachment of the relevant document.

If you are unsure of who your finance contact is, or there has been a change to the appropriate contact for financial matters, please email [email protected] to let us know. If no finance contact has been provided to us all communications will be issued via the Accountable Officer.

An example of an invoice is included at the bottom of this page.

Statements

From time to time we issue statements, usually to those with a positive or negative balance. These are also issued from our accounting system and have a similar format to invoices, issued from “[email protected]" <[email protected]>” and will have a subject line of “statement as at 24/04/20 - A/C: XXXX-1000XXXX-1000XXXX"

Terminology

There are some discrepancies between the terminology within our finance system and the way we usually refer to aspects of the subscription. To aid understanding of the two documents the table demonstrates how these relate to each other.

Email content

Description on invoice

Statutory Subscriber Type (Fixed Fee)

Flat Rate Band Charge

Per Student Fee

Core Subscription Student Charge

Graduate Outcomes (Fixed Fee)

Graduate Outcomes Flat Fee

Graduate Outcomes (Per Student Fee)

Graduate Outcomes Graduate Charge

Aggregate Offshore Record

Aggregate Offshore Student Charge
Estates Management Record
(Optional Service in England and Northern Ireland)
Optional Services EMR
Staff outside the Coverage of the Staff Record
(Optional Service in England and Northern Ireland)
Optional Services Staff

Example financial communications

Subscription email

specimen subscription email

Example invoice

Invoices and statements are issued directly from our accounting system, they will always come from [email protected]  <[email protected]>.

For the per student and per graduate fees the number of students and graduates are shown as the ‘Qty’ with 'Price' indicating the fee per student or graduate.

specimen subscription invoice

Example statement

Example HESA statement