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27 Jan 2020: The University Training Booking System (UTBS) records those who have undertaken the training and provides direct evidence of the extent to which it has been successfully promulgated within the University. A monthly report is sent from Finance

4 Sep 2015: Latest version 01 May 2024.

20 Mar 2015: Latest version 15 April 2024.

31 Mar 2015: Definition It is essential that effective internal controls exist throughout departments, faculties, institutions and the University to: safeguard University assets prevent and detect errors and fraud protect the interests of the staff help to

23 Dec 2022: Each department will need to establish a Petty Cash Imprest System for issuing petty cash to employees and recording all transactions. Each time the float requires replenishing a Petty Cash Imprest Form must be completed.

27 Jan 2020: In accordance with Section 54 of the Modern Slavery Act 2015, the University is required to prepare an anti-slavery and anti-trafficking statement for each financial year, setting out what steps it has taken to ensure that modern slavery is not

28 Jan 2020: Heads of Institution (HOI) may designate in writing one or more people to execute specified tasks for, and subject to the supervision of, the HOI. The HOI remains responsible and should be fully aware of any delegated authority. The HOI may have a

2 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.

5 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.

12 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.

7 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.

6 Aug 2015: Regulations. More information:. 8. Financial Regulations 2012, Income and Expenditure, 12.1. Latest version 16 April 2024.

7 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

20 Mar 2015: Credit the transaction code SCBA. Debit the control account SCCA. Latest version 15 April 2024.

2 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

4 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

7 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.

6 Aug 2015: Provides standard University Terms & Conditions. Latest version 29 April 2024.

2 Apr 2015: As indicated previously, donations should wherever possible be directed to the Development and Alumni Relations office (CUDAR).

22 Feb 2017: In the course of undertaking research, particularly social science or medical research, volunteers are required to take part in tests, submit to measurements or be interviewed. They are usually paid a small sum to cover out of pocket expenses and as

2 Apr 2015: Our coding and classification of donations supports the proper management of the relevant funds in accordance with the donors' wishes.

4 Sep 2015: Latest version 01 May 2024.

7 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

12 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

12 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.

23 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

25 Nov 2014: Be very careful when dealing with income that is described by any of the following headings; some of the terms are commonly interchanged and can mean different things to different people.

4 Sep 2015: Latest version 01 May 2024.

17 Aug 2015: Latest version 16 April 2024.

10 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

31 Mar 2015: Payment Card Industry Data Security Standard (PCI DSS) is an auditable set of standards designed to ensure certain card data is stored securely by us and any third party which stores, transmits or processes such card data on our behalf.

4 Sep 2015: Latest version 01 May 2024.

31 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.

17 Aug 2015: Latest version 17 April 2024.

31 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.

23 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.

1 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.

19 Mar 2015: There are certain exceptions to the rules about “deemed employment” where people are being retained to undertake very short term academic tasks. These can be paid through the UPS using a UPS1 form as ‘automatic self-employed’ without the

20 Mar 2015: Latest version 15 April 2024.

20 Mar 2015: Latest version 15 April 2024.

20 Mar 2015: Latest version 15 April 2024.

2 Apr 2015: All five sources of funds noted in section Sources of Funds for Donations are eligible for investment in the CUEF Fund and / or the Deposit Account, thus enabling unspent balances to earn investment income as expected.

23 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.

6 Aug 2015: Corporation tax is a tax payable by corporate bodies on any profits they make. The University is a corporate body and is therefore in principle subject to corporation tax on any surpluses made. However there are extensive reliefs available to

20 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

20 Mar 2015: Latest version 15 April 2024.

11 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.

5 Aug 2015: The search facility enables staff to find current suppliers.

5 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.

7 Apr 2015: Accounts Payable (AP) describes the procedure for processing supplier invoices and employee expense claims, and other disbursements processed via the AP module.