Photographer and Videographer Supplier Framework

How to commission this service:

1. Once you've reviewed the list of suppliers, there is a template for best practise on commissioning Photography/ Videography suppliers on the 'Supplier Brief' tab.
2. You would then email the chosen supplier, asking for a quote for your service requirements. For reference, this list includes each supplier’s maximum daily rate (fixed until 31st October 2026). This document contains confidential commercial data, which is only to be used by University personnel, please do not share any information attained regarding supplier costs or rates with other suppliers.
3. Once you’ve agreed to the quotation and your budget has been approved, the PO should be raised and sent to the supplier. Make reference that the services to be carried out will be in accordance with the Service Procurement Agreement (SPA) between the University and Supplier.
4. Once the services have been delivered to the agreed specification, only then would an invoice be raised which should quote the PO number.
   Please could all PO be linked to the Material Group; Video & Photography - RA1000000, GL Code; Photography: External Charges 236330 on Opera.
5. Do consider if the Supplier is self-employed or part of a company as this may require an additional process, please see below Account Payables Support to complete the correct process.

Please note, these suppliers have signed our generic SPA. What is out of scope is any bespoke, highly confidential photography or videography of sensitive research. Legal advised if you have questions or looking to commission work of this calibre, to reach out to them via commercialcontracts@warwick.ac.uk to adapt the SPA further, supported on a case-by-case basis.

Please send an email to Procurement (procurement@warwick.ac.uk) for the attention of Charlotte Davies-Colley if you need any further support.

Accounts Payable Process

Self-employed Photographers/Videographers

There is a separate process for self-employed Photographers/Videographers whereby the recipient is not a company, Limited company, Partnership or Unincorporated Association i.e. we are paying a self- employed directly for Photographers/Videographer work.

If the bank details are in the name of the individual, the original invoice(s) are sent (scanned ) to payroll@warwick.ac.uk accompanied by the completed scanned PR6 form.

If the self-employed individual has carried out other non-photography/filming work, the approval process needs to be followed first.

Companies

Photographers/Videographers that are a company (bank details are in the name of a company) are processed through Accounts Payable. However, any that are Limited company, Partnership or Unincorporated Association need to follow the IR35 approval process (for non-teaching work) first.