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Updating the Fixed Assets module | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/updating-fixed-assets-module31 Mar 2015: After the month end process departmental users will be able to access the new assets that have been uploaded in to the fixed asset module. They will also be able to: Update certain details, e.g. serial numbers. Change an asset's location. Change the -
Purchasing | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/purchasing7 Apr 2015: An overview of the purchasing cycle is given as follows: Requisition - Raising an internal purchase requisition Supplier Selection - Quotations, Contracts, Pre-Suppliers Purchase Order - Raise purchase order Receipt Goods/Services - Receive Goods -
Import procedures | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-4-procurement-procedures/import-procedures31 Mar 2015: Terms of sale If obliged to purchase from abroad on a supplier's terms of contract, it is important to determine what is included in the purchase price, and when risk and ownership pass to the purchaser. -
Investment in the Deposit Account | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account20 Mar 2015: What is the Deposit Account The deposit account is a University wide facility that allows departments with surpluses (on a variety of eligible sources of funds) to invest those funds. -
University procedure | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-5a-employment-status/university-procedure19 Mar 2015: Obtaining clearance from the Tax Team The engagement and payment for services where the engaging department does not propose to make payment through payroll must be cleared by the Tax Team. -
Taking money off deposit | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account/taking20 Mar 2015: Credit the transaction code SCBA. Debit the control account SCCA. Latest version 15 April 2024. -
Delegated Authority | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/application-process/delegated11 Aug 2015: The Head of Department/Institution may delegate their responsibility to a suitably nominated individual within the department. This is done on a template letter provided by the Research Operations Office which lists the areas of delegation as well -
Factoring companies | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/supplier-database/factoring5 Aug 2015: If you are aware of a new supplier with outsourced accounts i.e. using a factoring company, it is essential that the Site Name is entered as Factor when setting up the supplier. -
Year-End | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/ongoing/year7 Apr 2015: At the year-end the Finance Division will ensure that unspent balances on specific endowments and specific donations will be rolled forward and will be available for spending in the following financial year. -
Project Evaluation | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income/project12 Aug 2015: Once the project has ended departments may wish to compare the actual costs incurred against the original application. This will identify any deficiencies in the costing or planning of the research and improve future applications for that sponsor. -
Section 2: Source of Funds guidance | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-guidance4 Sep 2015: Latest version 01 May 2024. -
Source of funds for donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/types-02 Apr 2015: Donations are credited to a source of funds code in the ranges indicated in the below table and with an appropriate transaction code beginning LF**. The decision tree at Appendix A should be referred to for further guidance. -
Principles and practices on the acceptance of donations | Finance…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-and2 Apr 2015: Topics covered in this section are: Consultation with CUDAR re solicitation of donors Power to accept donations under £100,000 Decision to accept restricted donations Receipt of donations Availability of funds Classification of donations -
Glossary | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/glossary7 Apr 2015: Accounts Payable Module Module within UFS specifically for processing payments of all suppliers, both internally and externally, as well as payments to staff for expenses. -
Procedures for receiving and processing donations in departments |…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/procedures-52 Apr 2015: As indicated previously, donations should wherever possible be directed to the Development and Alumni Relations office (CUDAR). -
Surpluses on Specific Donations/Endowments | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/ongoing-27 Apr 2015: Occasionally a permanent unspent balance will arise on a specific donation/endowment account, where further spending in accordance with the donor's conditions is not possible. -
Spare segment | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-1-overview/spare-segment4 Sep 2015: Latest version 01 May 2024. -
Section 4: The role of the chart of accounts in reporting | Finance…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-4-role-chart-accounts4 Sep 2015: Sources of financial information The Finance Division produces the following main sources of financial and management information based on General Ledger balances: at Department level monthly departmental summary reports at School / Group level -
Classification of Donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-52 Apr 2015: Our coding and classification of donations supports the proper management of the relevant funds in accordance with the donors' wishes. -
Freight Forwarders | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-4-procurement-procedures/import-procedures-031 Mar 2015: Freight Forwarders can advise on the best method of transportation and will see that all of the correct documentation is issued. This will avoid any delay in importing goods, for delays may mean that storage charges are incurred. -
Reporting to Donors | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/ongoing-37 Apr 2015: At the outset arrangements must be established to enable reports to be provided to each donor in line with their requirements. The Development Office provides guidance and details of University procedures on reporting to donors within 'Procedures -
Copy supplier invoices | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/payments/copy-supplier23 Nov 2015: Amounts above GBP £10K require additional verification. To ensure payments are processed efficiently and accurately, a copy of the invoice must be sent to the Accounts Payable Payments Administrator as soon as it has been processed. -
Investment in the Cambridge University Endowment Fund (CUEF) |…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-cambridge-university20 Mar 2015: Latest version 15 April 2024. -
P Sources of Funds: Capital projects | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-114 Sep 2015: Latest version 01 May 2024. -
Purchasing goods and services from outside the EC | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-4-procurement-procedures/import-procedures-131 Mar 2015: VAT and import duty is payable on goods from non-EC countries, unless they meet the requirements to obtain reliefs. The rules for calculating the amount payable are complex, and it is best to seek advice from the agent. -
CUEF Distributions | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/trust-fund-income/cuef1 Apr 2015: Currently this depends on the number of CUEF units that are held and is calculated by multiplying the number of units by the distribution rate. It is credited to departmental accounts on a monthly basis on transaction code NAAA. -
Sponsor terms and conditions | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/research-funding-0/sponsor11 Aug 2015: All external funding bodies (known as ‘sponsors’) have their own terms and conditions covering how funds should be applied for and administered when received. You should review these before applying. -
Excess income and excess expenditure | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income/excess12 Aug 2015: Following instruction from ROO, Research Accounting transfer any excess income or excess expenditure (ie. overspend) to the departmental research cost centre, with the ED source of funds, and a transaction code LZEG for excess income or AZZN/EZZN -
Making Sales | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/making6 Aug 2015: Regulations. More information:. 8. Financial Regulations 2012, Income and Expenditure, 12.1. Latest version 16 April 2024. -
Introduction | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8b-internal-trading/introduction7 Apr 2015: Defining a University internal customer Internal customers are those that are part of the legal entity of the University e.g. the Schools, faculties and departments. -
Searching the database | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/supplier-database/searching5 Aug 2015: The search facility enables staff to find current suppliers. -
Foreign currency exchange rates | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/foreign-currency/foreign5 Aug 2015: For all enabled currencies within UFS (excluding US Dollar & Euro/Euro defined), the Treasury team will load a monthly Corporate exchange rate onto UFS. For US Dollar and Euro, the Treasury team will load a daily Corporate exchange rate onto UFS. -
Information of Departmental deposits | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account-220 Mar 2015: Latest version 15 April 2024. -
Invoicing to sponsors | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income/invoicing12 Aug 2015: Expenditure is usually recovered through invoicing or an expenditure claim. Most sponsors’ billing is generated through the Grants Module; this means that there is data available to departments on the amount billed per grant. -
Monitoring and controlling expenditure against income | Finance…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and-623 Jul 2015: All institutions are required to monitor and control their expenditure to ensure that it is in line with available funds. This section gives guidance on the techniques required and reports available to enable interpretation of actual expenditure -
Overdrawn accounts | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account-120 Mar 2015: Latest version 15 April 2024. -
Annual Report | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-cambridge-university-320 Mar 2015: Latest version 15 April 2024. -
Budget phasing | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring/budget23 Jul 2015: By budget phasing we mean how the budget has been split across the months of the financial year. Staff costs should consider the timings of known University-wide uplifts and any others where practical. -
Reconciliation between the GL and the Grants modules | Finance…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/reflection-grants-general-212 Aug 2015: Checking that all expenditure posted in the Grants module correctly posted to the GL is undertaken by Research Accounting.. Departments should not post any expenditure to ‘M’ source of funds codes. -
Fixed Assets | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/fixed-assets7 Apr 2015: Departments will wish to monitor their fixed assets using the Fixed Assets module from time to time. In order to maintain the university's Fixed Asset Register, departments must ensure that when processing AP invoices for Fixed Asset purchases, they -
Departmental action | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/procedures-22 Apr 2015: Departments should determine the appropriate source of funds code using the guidance in section Types of Donation for Accounting Purposes, complete the undertaking and return to CUDAR. -
Year-end checklist 31 July 2024 | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions-31-july-2024/year-end6 Aug 2015: Click on the image to download the checklist Excel: PDF: -
Considerations Before External Sales are Made | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control-06 Aug 2015: Latest version 16 April 2024. -
Appendices: Year-end instructions 2023 | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/appendices-year-end10 Aug 2015: Further information on year end procedures is detailed below: -
High Street suppliers | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/supplier-database/high5 Aug 2015: High Street suppliers should not be used. In general they do not provide the same credit facilities or preferential rates as larger companies offer. Warranties may not be valid in some instances where domestic goods are purchased that may be used in -
CUDAR action | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/procedures-32 Apr 2015: Before releasing a donation, CUDAR will check that the source of funds code is appropriate given the nature of the donation. They will then instruct the Finance Division to transfer the funds. -
Access responsibilities in UFS | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/access11 Aug 2015: Departmental Key Contacts can request access for departmental members of staff to view research grant data in the UFS Grants module. -
Certification by Head of Institution | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/detailed-instructions-810 Aug 2015: Final date for completion Action required Tue 24 Sep Institution Summary Reports will be issued electronically to institutions as follows: Date Interim 1 Fri 2 Aug Interim 2 Thu 22 Aug (following close of AP etc.) Interim 3 Tue 3 Sep -
Interest | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account-020 Mar 2015: The monthly interest calculation is run by the Treasury & Investments team using balances as at the end of working day four of the month-end processing period. No further deposit movements should be processed after this date. Interest earned varies -
Format | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-3-transaction-code-04 Sep 2015: Latest version 01 May 2024.
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