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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.

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

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

20 Mar 2015: To take money off deposit, complete a journal as described in Placing money on deposit but this time: Credit the transaction code SCBA Debit the control account SCCA Latest version 15 April 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

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

4 Sep 2015: The code consists of four characters: the first identifies what sort of account the transactions should be attributed to and the next three refine this more precisely. The table below is a summary of the Transaction codes used by the University.

29 Jul 2015: When funds are received from a body external to the university, the following criteria are used to determine if those funds can be classed as a research grant or should be recorded as something else eg. a donation.

17 Aug 2015: Goods and/or services must not be provided on credit without a customer purchase order or the appropriate written equivalent contract. A customer purchase order provides written confirmation of the customer’s details (e.g., current address,

17 Aug 2015: Staff must not represent themselves as an agent of the University when undertaking personal consultancy work. University-headed document templates, the logo and the University’s Financial system (UFS) must not be used for charging customers for non

4 Sep 2015: This is simply a spare field in case we decide to expand the accounting code structure at some point in the future. For the present this is always going to be 0000 (four zeros). Latest version 01 May 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 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.

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.

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.

4 Sep 2015: The J Sources of Funds are used to account for non-research grants received from the Office for Students and Research England and other bodies for specific purposes, together with the associated expenditure, whether revenue expenditure or

17 Aug 2015: Chosen methods of marketing goods and services for sale must not result in negative attention for the University or affect its corporate branding and reputation. Institution websites must adhere to the University branding standards. Refer to Office

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.

2 Jun 2015: Bribery As defined in the University's Policy against Bribery and Corruption. Certifying Completion of Procurement Services' on-line dispensation form.

20 Mar 2015: Departments should check that by the fourth working day of month end any accounts with monies on deposit are not overdrawn at source of funds level. If overdrawn, departments should take money off deposit to ensure that by the close of business on

20 Mar 2015: You will be able to view details of departmental deposits and interest received using the Cognos Reporting tool. The suggested report is the GL: Budget to Actual, using analysing transaction codes: NBAA (Deposit account interest) and SCBA (Monies on

20 Mar 2015: An annual Investment management report of the CUEF is produced each year end.. This report presents the results for the year, details of the asset allocation of the fund, commentary on performance and records historic performance. If you would like

20 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.

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

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.

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

11 Aug 2015: X5 is the software used to prepare proposal costings in line with fEC requirements. All new proposals must be costed using X5; awards or contracts which include a financial value will not be accepted unless an X5 costing is completed. There are

20 Mar 2015: Twice a year, departments are sent a summary of their unit holdings as at 31 December and 30 June. Alternatively, departments can run the UFS Transaction Code Balances report at any time to obtain this information.

2 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,

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.

2 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.

12 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.

7 Apr 2015: Accounts Receivable concerns income generated from sales for services rendered with the following steps being involved. Invoice - Raise sales invoice. Send to Customer - Invoice sent to Customer. Receipts - Income collected and receipted. Debt

5 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

20 Mar 2015: This is done by means of a journal in the GL. In a new batch start a journal in the normal way. Key fields are: Period: For deposits the period will be the current period.

12 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

4 Sep 2015: Detailed information for research grants is held in the Grants (GMS) module in UFS. Summary information is passed into the General Ledger via a nightly interface. Transactions are summarised by department and by sponsor type.

11 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.

31 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).

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.

4 Sep 2015: These are for donations where the donor has specified that the gift is to be invested for the longer term, but where no trust fund has been established. In most cases the donor has also placed restrictions on the use of the income arising.

4 Sep 2015: The codes most used in departmental transaction processing are those beginning E (for non-pay expenditure). The second character clarifies the particular type of expenditure, and the last two characters give the detail.

17 Aug 2015: Determining the correct status of a customer is imperative to the sale as it may influence the costs of goods and services, the tax treatment, and the options available for debt recovery should action become necessary. A customer can be classed as

20 Mar 2015: Unit holders register their intent to buy or sell prior to the quarter date and are advised of the unit valuation once calculated.

12 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.

5 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

10 Aug 2015: Further information on year end procedures is detailed below: