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Accounts Payable | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/accounts-payable7 Apr 2015: Accounts Payable (AP) describes the procedure for processing supplier invoices and employee expense claims, and other disbursements processed via the AP module. -
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 -
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: -
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. -
Sales to customers outside the UK | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/sales-customers-outside-uk25 Nov 2014: The rules concerning sales to countries outside the EC are different depending on whether you are selling goods or services, and whether the recipient is in business or not. Please see the Import Export Hub for current information. -
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. -
Placing money on deposit | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account/placing20 Mar 2015: Latest version 15 April 2024. -
Typical Purchases in the UK | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/typical-purchases-uk25 Nov 2014: Some products are always charged without VAT, namely: Books and e-books Human blood and organs Insurance Non-VAT registered suppliers Stamps/franking machine charges Travel tickets In addition, some purchases are usually charged without VAT to the -
Payroll and University Payment System (PAY) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/detailed-instructions-023 May 2018: Payroll transactions feed into the GL and Grants module in UFS. It is essential that adjustments to pay are processed in the correct period, paying particular attention to staffing movements to minimise overpayments. -
Application process | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures-05 Aug 2015: University credit cards are only available to employees whose contract of employment is issued by the University. Institution Heads are responsible for ensuring that the issue of a card is appropriate. To request a new credit card: • The applicant -
Authority to accept donations under £100,000 | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-12 Apr 2015: Donations are received and donation accounts are set up on the understanding that the monies are charitable funds which belong to the University, not to an individual . While the Head of Institution may place funds at the disposal of an individual, -
Exchange rates | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income/exchange12 Aug 2015: Awards payable in US Dollars, Euros or other foreign currencies will be budgeted in sterling. The foreign currency policy is detailed under Foreign currency grants Awards denominated in Euros or US dollars are budgeted using a lifetime rate. -
Other ways to monitor expenditure against a specific UFS budget |…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and/other23 Jul 2015: As well as the GL Financial Summary Report, there are other Cognos reports that deal with actual and budgeting variances. Refer to the Finance Division Training webpages Guidance and FAQs, Cognos reports, for a list of reports and detailed assistance -
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. -
Research Grant cost centres | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/reflection-grants-general-012 Aug 2015: Each department has one or more GL cost centres into which expenditure from the Grants module is mapped. The standard cost centre for this is **AG, the first two letters being the department code. This may vary in departments where more than one -
M Sources of Funds: Research grants and contracts | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-104 Sep 2015: Latest version 01 May 2024. -
Commitments | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/commitments12 Aug 2015: UFS is a commitment accounting system. This means that details of any orders placed in the UFS iProcurement Module are transferred to the UFS Grants module and funds are then reserved for the purchase. These are shown as commitments on several -
Staff costs | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/managing-your-grant/staff12 Aug 2015: Staff costs are imported into the Grants module monthly. Where Staff costs have been incorrectly coded they can be transferred using the Tools/Transfer function in the Expenditure enquiry screen. Costs which fail validation will go to departmental -
Specific Donations - source of funds H*** | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/types-22 Apr 2015: A specific donation is one in respect of which the donor has specified restrictions or conditions limiting the way in which the funds can be spent. -
Posting petty cash | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/managing-your-grant/posting12 Aug 2015: Disbursements from petty cash can be charged to a research grant. There is a limit of £25 per item and all petty cash expenditure should be supported by a receipt. -
Purchasing goods and services from the EC | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-4-procurement-procedures/import-procedures-231 Mar 2015: Goods from the EC If goods are purchased from another EC member state and are brought into the UK then the supplier should not be charged VAT provided that the supplier is advised of the University's VAT number (823 8476 09). -
Specific Donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/spending-12 Apr 2015: Expenditure charged to a specific donation must meet the conditions specified by the donor. Responsibility for ensuring that the terms of specific donations are available for reference and are adhered to rests with the Head of Department. -
Amendments to a grant | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/amendments12 Aug 2015: Your School Team in the Research Operations Office must be notified of all amendments to a grant, e.g. extensions (cost and no cost), supplementary funding and virement of funds between expenditure categories. -
Use of exchange rates | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/foreign-currency/use5 Aug 2015: Department users are only able to use the Corporate exchange rates (i.e. are unable to enter User exchange rates). CUFS will usually default to this as the Rate Type. If prompted to complete this field when entering a foreign currency transaction, -
I Sources of Funds: Specific endowments | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-64 Sep 2015: Latest version 01 May 2024. -
Non-pay costs (E) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-3-transaction-code/non4 Sep 2015: EZ. Transfer of expenditure. Latest version 01 May 2024. -
Module close dates | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/module-close-dates6 Aug 2015: All modules will be closed at 5 pm on the following dates. -
Fixed Asset Categories | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/introduction-fixed-assets/fixed31 Mar 2015: Fixed assets within the University are split into three specific categories and presented differently in the financial statements. Equipment Purchased by departments in the normal course of business, including from research grants. -
Contract negotiation | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/application-process/contract11 Aug 2015: All research projects need to have a contract. Where the University accepts a funding body’s standard terms and conditions eg. a Research Council’s, there is no need for negotiations to take place as such terms are widely accepted. -
Research grants reports/queries | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and-523 Jul 2015: Cognos reports for monitoring grant expenditure at institutional level are available, including a summary report which provides an overview of grants expenditure and remaining budget on active awards. Furthermore, once-off, bespoke Cognos reports -
Successful applications | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/successful29 Jul 2015: Where applications are successful the sponsor will send an ‘Award Letter’ notifying the Research Operations Office and the applying Principal Investigator (PI). If the department of the PI receive a copy directly from the sponsor they should -
Charitable Status | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control-0-017 Aug 2015: Latest version 16 April 2024. -
When an Award finishes | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income/when12 Aug 2015: When a research grant comes to an end the Research Operations Office will perform a number of administrative processes and then close the grant. This may take up to six months, depending on the sponsor and their payment terms. -
Department segment | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-1-overview/department4 Sep 2015: A full list of CUFS department codes is available . Latest version 01 May 2024. -
Unit purchase and sales | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-cambridge-university-020 Mar 2015: Latest version 26 July 2024. -
Travel expenses | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/processing-suppliers/travel5 Aug 2015: All reimbursements for travel and other expenses are made via the Accounts Payable Module, which means that a payment cannot be made to an individual unless they are on the Suppliers List. If required, refer to new supplier set-up procedures. This -
Internal trading | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/processing-suppliers-15 Aug 2015: AR Invoices are automatically transferred overnight (via an interface) into the receiving department’s AP module. PDF invoice copies are automatically emailed nightly to the receiving department. Departments should be emailing any backup -
Distribution from the Fund | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-cambridge-university-120 Mar 2015: Latest version 15 April 2024. -
Estimate income required for the coming year | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/management-trust-funds/estimate1 Apr 2015: Calculate the cost of the activities of the trust over the forthcoming year. For salaries, do not forget to include on costs such as employer's NI and pension contributions, as well as the overhead charge. -
Administrators' checklist | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/introduction-120 Mar 2015: Administrators should check that they know the answers to the following: Task Advice/Resources 1. Do I have to produce anything as part of the Planning Round? If so, what and by when? Finance Business Partner or Institution head of finance 2. -
J Sources of Funds: Specific grants | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-74 Sep 2015: JUAA to JUZZ: Specific grants from other bodies. Latest version 01 May 2024. -
Foreign currency grants | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/foreign12 Aug 2015: Grants that are awarded in a foreign currency will be converted to sterling at activation stage, using the University’s foreign exchange policy. The preferred currency for research grants is sterling. For US Dollar and Euro denominated grants the -
Amendments to existing suppliers | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/supplier-database-05 Aug 2015: Amendments to an existing supplier record are only acceptable if they are accompanied by official documentation regarding the relevant change. This may be in the form of a letter from the company stating the change or a copy of an invoice headed -
Monitoring and maintenance of equipment | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/equipment/monitoring-and31 Mar 2015: Security of equipment Heads of Departments should establish procedures to ensure that all items of equipment are adequately protected against loss and misuse. Maintenance or improvements to equipment When spending money on an existing asset it -
Availability of funds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-42 Apr 2015: Donations are not available for investment or spending until they have been received and credited to an income account in the relevant Department. -
Transfer codes | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and-123 Jul 2015: When transferring costs between sources of funds, it is recommended that the transfer should use the original transaction code wherever possible. However should this not be practical then the generic transfer code of EZXX can be used, but must be -
What do we mean by budgetary control? | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/introduction/what-do20 Mar 2015: Budgetary control is financial jargon for managing income and expenditure. In practice it means regularly comparing actual income or expenditure to planned income or expenditure to identify whether corrective action is required. -
Starting Certificates | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income/starting12 Aug 2015: Time limits Submission of Starting Certificates provides official notification to the sponsor of the start date. Not all sponsors require starting certificates. Each of the relevant sponsors has its own time limits within which the grant must be -
The Financial Summary Report (Cognos) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and-023 Jul 2015: The primary purpose when monitoring expenditure against a budget is to ensure that expenditure does not exceed either the budget, or its planned or received income. The first problem is how to spot where expenditure has, or will, exceed the budget. -
Paying a factoring company | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/processing-suppliers/paying5 Aug 2015: If you come across an invoice that states the payment should be processed to a factoring company, then process the invoice as normal against the actual invoicing company. However, check to ensure that the supplier has been set up with a site named
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