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2 Apr 2015: The principal purpose of this chapter of the Financial Procedures Manual is to set out and explain the procedures to be followed by staff in Departments in respect of income received by means of donation and expenditure against such funds.

7 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

7 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.

7 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.

2 Apr 2015: Regardless of the method of donation the steps that the Department must follow are the same. Click the image to enlarge

6 Feb 2015: In order to become a Chartered Global Management Accountant (ACMA, CGMA) you need a minimum of 36 months' verified work-based practical experience across four areas: Technical skills; Business skills; People skills and Leadership skills.

31 Mar 2015: Compliance with the Financial Regulations is a mandatory requirement for: All institutions and University subsidiary companies but not Cambridge University Press or Cambridge Assessment. All University activities.

31 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

31 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.

31 Mar 2015: Topics covered in this section are: Departmental responsibilities The central process for fixed assets

23 Jul 2015: Grants costed from September 2005 must be costed on a full economic cost (fEC) basis using the X5 tool. ... The full economic costing methodology allocates non-direct costs to a project based on research staff FTE (excluding support staff).

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

6 Aug 2015: These year end instructions include: Payroll and University Payment System (PAY) Purchasing (PO) Accounts Receivable (AR) Accounts Payable (AP) Inventory (INV) Research Grants (GMS) Fixed Assets (FA) General Ledger (GL) Certification by Head of

2 Apr 2015: Topics covered in this section are: Specific Endowments Specific Donations Overheads charged to donation accounts Activities funded from more than one source

12 Aug 2015: One of the purposes of the General Ledger (GL) is to reflect all of the University’s financial expenditure. Therefore, summary information from the Grants module is transferred on a daily basis into the GL.

6 Aug 2015: Download this chapter in PDF format Introduction Purpose The best practice procedures and guidelines set out in this chapter are intended to assist institutions in the management of trading income and to reduce outstanding debtors by identifying the

19 Mar 2015: Payments to students for grants and field trip expenses may be entered onto UFS without obtaining clearance from the Tax Team. Bursaries and studentships should ideally be paid through payroll using a UPS3 form though in practice they are unlikely

18 Aug 2015: Search site. Finance Division. Writing off bad debts. Debt should only be written-off if it is genuine and due, and it has been established it is not possible or economic

2 Apr 2015: Topics covered in this section are: Sources of funds for donations General Donations - source of funds EF** to EX** Specific Donations - source of funds H*** Specific Endowments

7 Apr 2015: Search site. Finance Division. Appendices. Search. Some items on this website are restricted. University members are encouraged to log in using Raven to make the best use of the site:. 2024 University of Cambridge.

20 Mar 2015: What is the CUEF? The Cambridge University Endowment Fund (CUEF) is a unitised fund consisting of a variety of assets including equities and investment property. Investors (departments) buy a number of units in the fund - the number purchased

11 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

6 Aug 2015: By using CUTS, the University is able to avail of charitable tax reliefs to ensure that full economic benefit of profitable consultancy work flows through to the University.

4 Sep 2015: A reference guide for Source of Funds codes This section gives a fuller description of what each Source of Funds code represents, how it can be used and why. Use the menu on the left hand side to view the contents of this section. Latest version 01

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.

6 Aug 2015: The Accounts Receivable (AR) module of UFS is used for customer record creation and maintenance, raising sales invoices, credit memos and debit memos to external and internal customers. These memos are commonly referred to as a credit or debit notes,

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

1 Apr 2015: Download this chapter in PDF format What is a trust fund? A trust fund is established where the University accepts a bequest "on trust". This becomes a binding obligation upon the University to use the money in accordance with the terms of the b

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: 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.

17 Aug 2015: No income generating activity should put the University’s charitable status at risk. Institutions must consider whether any new income-raising venture falls within the University’s core charitable activity.

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.

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

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

17 Aug 2015: Consider if it is reasonable to obtain payment in advance of any income generating activities to remove the need for offering credit. Should you decide to trade on credit terms you must assess the associated credit risks.

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

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.

4 Sep 2015: The P Source of Funds is used for funding received specifically or approved for buildings. The related expenditure should be entered via the Projects module in UFS. Normally this is only used by the Finance Division or Estates Division. Latest

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

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.

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

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: 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

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

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

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.

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

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,