Effective Date
Version
Approved By
Applies To	Vendors, instructors, subcontractors, consultants, service providers, suppliers, contractors, and any other party submitting invoices to Skunkworks Academy.

Accounts Payable Policy

1. Purpose

The purpose of this Accounts Payable Policy is to ensure that invoices submitted to Skunkworks Academy (Pty) Ltd are complete, accurate, properly authorised, and paid within the agreed payment terms.

This Policy explains what must be included on invoices, where invoices must be submitted, when invoices must be submitted, when payment will be made, and when invoices may be rejected, delayed, reduced, or withheld.

2. Company Details for Invoicing

Invoice Email
Accounts Contact
VAT Number, if applicable

3. Definitions

Invoice means a valid tax invoice or commercial invoice submitted by a vendor, instructor, subcontractor, consultant, supplier, or contractor.

Task Order means a written instruction, purchase order, statement of work, instructor task order, booking confirmation, signed agreement, or approved written authorisation issued by Skunkworks Academy.

Complete and Correct Invoice means an invoice that contains all required information, supporting documents, approvals, and receipts required by this Policy.

Payment Terms means the agreed number of days within which payment will be made after Skunkworks Academy receives a Complete and Correct Invoice.

4. Standard Payment Terms

Unless a signed agreement, task order, purchase order, or statement of work states otherwise, Skunkworks Academy’s standard payment terms are NET 30 calendar days.

Payment will be made within 30 calendar days after Skunkworks Academy receives a Complete and Correct Invoice, together with all required supporting documents.

The payment period does not start from:

• the date the invoice was created;
• the date services were completed;
• the date an incomplete invoice was sent;
• the date an invoice was sent to the wrong person or wrong email address;
• the date supporting documents were requested but not yet supplied.

5. Required Invoice Information

Every invoice submitted to Skunkworks Academy must include the following:

6. Required Supporting Documents

The following documents must be attached where applicable:

• signed task order, purchase order, statement of work, or written approval;
• attendance register or delivery confirmation;
• completion report or signed acceptance, where required;
• approved travel and living expense form;
• original receipts for reimbursable expenses;
• proof of prior written approval for any additional costs;
• client approval or acceptance, where payment depends on client sign-off.

Invoices without required supporting documents may be rejected, delayed, or returned for correction.

7. Invoice Submission Deadline

Invoices must be submitted as soon as possible after completion of the relevant goods or services.

Recommended Submission Period	Within 7 calendar days after completion of services.
Final Standard Deadline	No later than 30 calendar days after completion of services.
Late Invoice Cut-Off	Invoices submitted more than 90 calendar days after completion may not be considered for payment unless Skunkworks Academy approves payment in writing.

8. Invoice Submission Method

Invoices and supporting documents must be submitted to the approved invoice email address:

Approved Invoice Email

Invoices sent to individual employees, instructors, project managers, sales staff, or client contacts will not be treated as properly submitted unless Skunkworks Academy confirms otherwise in writing.

If an invoice is sent to the wrong address or person, the payment period will only start when the invoice is correctly submitted to the approved invoice email address.

9. Invoice Format

All invoices must be submitted in PDF format unless Skunkworks Academy agrees otherwise in writing.

Excel files, Word documents, screenshots, WhatsApp messages, or email text alone will not be accepted as valid invoices unless expressly approved in writing.

10. Invoice Review and Approval

Skunkworks Academy may review each invoice to confirm that:

• the invoice matches the approved task order or purchase order;
• the goods or services were completed;
• the rates and totals are correct;
• required supporting documents are attached;
• expenses were pre-approved;
• client acceptance or learner attendance requirements were met, where applicable;
• the invoice complies with this Policy.

Skunkworks Academy may request clarification, corrections, or additional documents before approving an invoice for payment.

11. Rejected or Incomplete Invoices

Skunkworks Academy may reject or return an invoice if:

• it is missing required information;
• it is not in PDF format;
• it does not include the task order, job code, or project reference;
• it does not include dates of service;
• the invoice amount does not match the approved task order;
• required supporting documents are missing;
• it includes unapproved expenses;
• it is sent to the wrong email address;
• it is submitted late;
• the goods or services were incomplete, defective, disputed, or not accepted.

12. Expense Reimbursement

Expenses will only be reimbursed if:

• they were approved in writing before being incurred;
• they are allowed under the applicable task order, travel policy, or written approval;
• they are reasonable and directly related to the approved services;
• valid receipts are submitted;
• the expense claim is submitted with the invoice.

Skunkworks Academy will not reimburse personal, luxury, entertainment, alcohol, traffic fine, parking fine, upgrade, or unapproved expenses.

Credit card slips, bank statements, or screenshots alone may not be sufficient proof of expense.

13. Travel and Living Expenses

Travel and living expenses must be approved in writing before booking.

• Economy travel applies unless otherwise approved.
• Reasonable accommodation applies.
• Non-refundable bookings are at the vendor’s risk unless pre-approved.
• All travel costs must remain within the approved limit.
• Receipts are required for all reimbursable travel expenses.
• If a client-specific travel policy applies, that policy will take precedence for the relevant engagement.

14. Payment Method

Approved invoices will be paid by electronic funds transfer into the bank account nominated on the invoice or vendor onboarding form.

Skunkworks Academy may require bank confirmation before making payment.

Vendors are responsible for ensuring that banking details are accurate. Skunkworks Academy is not responsible for delayed or misdirected payments caused by incorrect banking information supplied by the vendor.

15. Taxes

Vendors are responsible for their own taxes, VAT, PAYE, income tax, levies, duties, statutory contributions, and related obligations.

Where VAT applies, vendors must provide a valid VAT invoice.

If withholding tax or any statutory deduction is legally required, Skunkworks Academy may deduct the required amount and pay the balance to the vendor.

16. Disputed Invoices

If Skunkworks Academy disputes an invoice, it will notify the vendor of the issue.

Skunkworks Academy may withhold the disputed portion of the invoice while the dispute is being resolved. Any undisputed portion may be paid according to the applicable payment terms.

17. Failed, Incomplete or Unsatisfactory Delivery

Where payment relates to training, instruction, consulting, mentoring, facilitation, or subcontractor services, Skunkworks Academy may withhold, reduce, or prorate payment if:

• the services were not delivered;
• the services were materially incomplete;
• the instructor or subcontractor failed to attend or deliver;
• the client refuses to pay Skunkworks Academy due to the vendor’s performance;
• the client makes only partial payment because of the vendor’s performance;
• required reports, evaluations, attendance records, or completion documents were not submitted.

Where partial payment is received from the client due to vendor-related delivery issues, Skunkworks Academy may prorate the vendor’s payment based on the amount actually received.

18. Set-Off

Skunkworks Academy may set off amounts owed by a vendor against amounts payable to that vendor, including:

• overpayments;
• duplicate payments;
• replacement costs;
• client penalties;
• approved chargebacks;
• losses caused by non-performance;
• unpaid amounts owed to Skunkworks Academy.

19. Payment Runs

Skunkworks Academy may process approved payments during scheduled payment runs.

Standard Payment Run Day
Alternative Payment Run Day

If a payment due date falls on a weekend or public holiday, payment may be processed on the next business day.

20. Currency

Invoices must be issued in the currency stated in the applicable task order, purchase order, statement of work, or agreement.

If no currency is stated, invoices must be issued in South African Rand (ZAR).

Foreign currency payments may be converted using Skunkworks Academy’s bank rate, accounting system rate, or another rate approved by Skunkworks Academy.

Bank charges, intermediary charges, and exchange rate differences may be for the vendor’s account unless otherwise agreed in writing.

21. No Payment Without Authorisation

Skunkworks Academy is not required to pay for goods, services, expenses, travel, software, materials, subscriptions, or other costs that were not approved in writing before being incurred.

Verbal approval is not sufficient unless confirmed in writing.

22. Policy Priority

If there is a conflict between this Policy and a signed agreement, task order, purchase order, or statement of work, the signed agreement or task order will apply to the extent of the conflict.

For all other matters, this Policy applies.

23. Policy Updates

Skunkworks Academy may update this Policy from time to time.

The version in effect on the date the relevant task order, purchase order, or agreement is issued will apply unless Skunkworks Academy states otherwise.

Vendor Acknowledgement

I confirm that I have read and understood the Skunkworks Academy Accounts Payable Policy and agree to comply with its invoice submission, documentation, timing, and payment requirements.