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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. -
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. -
Source of Funds segment | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-1-overview/source-funds4 Sep 2015: What is a Source of Funds? The Source of Funds is the fourth part of the account code. Each four-digit code represents a different source of income. Income and expenditure funded by that income must be recorded against a specific Source of Funds code -
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: 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 -
How and when does the University set its budget? | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring/how-and23 Jul 2015: Schools and other University Institutions are expected to produce strategic plans. These plans set medium- to long-term priorities and explain how they are to be implemented. The strategic plans are accompanied by detailed financial forecasts. -
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: 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 -
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. -
A Brief Guide to Corporation Tax | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/brief-guide-corporation-tax6 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 -
Importance of compliance when making payments for services against…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-5a-employment-status/payment-individuals19 Mar 2015: When the University pays a sum of money for service(s), consideration must be given to whether the Off-Payroll Worker rules allow those payments to be made gross or whether there is deemed employment for tax purposes. -
G Sources of Funds: self-supporting activities | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-44 Sep 2015: All these sources of funds designate what the University describes as self-supporting activities. They should be self-funding in that they cover all their related costs. Thus, an overriding principle is that the full costs of an activity should be -
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. -
University Policy | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/introduction-fixed-assets-031 Mar 2015: Equipment and Books Equipment costing less than £30,000 per individual item: Is written off (termed 'expensed') in the year of purchase. This means that it is not formally recognised as an asset in the University's financial statements. -
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. -
H Sources of Funds: Specific donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-54 Sep 2015: Specific donation accounts are set up for funds donated by way of gift to the University, or a department, for a specific purpose excluding: a contribution to the construction of a building funds which are required to be held as an endowment grants -
Marketing and advertising | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control-0-217 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 -
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: 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 -
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: 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 -
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: 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 -
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 -
Departmental Holdings Summary | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-cambridge-university-220 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. -
Disposal of equipment | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/equipment/disposal-equipment31 Mar 2015: Assets owned by the University, irrespective of funding source, remain the property the University until sold or destroyed -unless contracts with external sponsors specify otherwise. Responsibility Heads of Departments are responsible for the -
X5 costing tool | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/research-funding-0/x5-costing11 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 -
Receipt of donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-32 Apr 2015: Where possible, donors should be encouraged to make their donation by way of a single lump-sum in GBP sterling. -
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: 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. -
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: 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. -
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: 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. -
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). -
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 -
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: 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. -
How to budget for Trust Funds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring/how23 Jul 2015: All trust funds are legally created and have their own deed that details the rules and regulations for the specific fund. -
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: Unit holders register their intent to buy or sell prior to the quarter date and are advised of the unit valuation once calculated. -
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: The CUEF distribution is credited to investors quarterly at the agreed rate for the University's Financial Year. The agreed rates for the CUEF distribution are available on the Finance Division web page, CUEF distribution (yearly). -
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 -
Controls | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/controls12 Aug 2015: At the activation stage various controls are set on a grant to ensure that expenditure is charged in accordance with the sponsor’s terms and conditions. Budgetary control Budgetary control allows limits to be placed on the total expenditure on the -
Quotations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/pre-517 Aug 2015: Where a prospective customer has requested a quotation (or it is considered appropriate to issue one), use the template from the Finance Division web page. The issue of a quote and its subsequent acceptance by the customer guarantees the application -
Monitoring and further guidance | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8b-internal-trading/monitoring-and-further7 Apr 2015: Reports on UFS It is the responsibility of Heads of Departments and Department Administrators to monitor outstanding / unpaid Internal Trading invoices. As part of month-end procedures for the Accounts Payable module, users are advised to : Run the -
Appendix - Customer numbers | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8b-internal-trading/appendix-customer-numbers7 Apr 2015: Appendix A : Customer numbers for internal departments A list of customer numbers for internal departments can be found under "Department Contacts" Invoicing sub-departments To invoice departments that are sub-ledgers of another department, an a -
Processing goods and services charged without VAT in the UK | Finance …
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/processing-goods-and6 Aug 2015: The tax code for entering all purchases charged without VAT (within the UK) on CUFS is 'No UK VAT'. This is irrespective of whether the supply is zero-rated, exempt or outside the scope. -
Pre-sales procedures | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/pre-sales6 Aug 2015: Introduction and overview Heads of Institutions that receive income from the sale of goods or services, including Research, must establish procedures to ensure that all sales are authorised and supplied as agreed. -
Purchasing goods from the EC | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/purchasing-goods-ec6 Aug 2015: From 1 Jan 2021 Following the end of the Brexit Transition Period purchases from suppliers in the EC are treated in a similar manner to those from the rest of the world. -
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. -
Contracts | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/pre-217 Aug 2015: On this page: Ensuring the University's STC apply Currency Warranties Insurance A contract is created where:6 The buyer accepts without amendment a valid quotation that we have issued An order from the buyer is accepted in writing (including emails) -
Purchasing goods from outside the EC | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/purchasing-goods-outside-ec6 Aug 2015: From 1 Jan 2021 Following the end of the Brexit Transition Period purchases from suppliers both in the EC and outside are treated in a similar manner. Please refer to the Import Export Hub for the current information. When buying goods from -
K Sources of Funds: Trust Funds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-84 Sep 2015: Many departments receive income from trust funds. Each trust has its own deed that details the rules and regulations concerning its set up and use. Details of each trust are recorded in the University’s statutes and ordinances. -
Purchasing services from outside the UK | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/purchasing-services-outside6 Aug 2015: From 1 Jan 2021 Following the end of the Brexit Transition Period purchases from suppliers in the EC are treated in a similar manner to those from the rest of the world. Please see the Import Export Hub for current information. -
The Award budget | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module/award-budget12 Aug 2015: The budget is divided into project(s), task and then into expenditure categories. -
Retention of financial documents | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-20-compliance-issues-and-procedures/retention31 Mar 2015: Recommended Guidelines What is a document? Documents do not have to be in physical paper form, although there will inevitably be paper documents. A document can also be an electronic document. -
The role of Finance Business Partners and Institution Heads of…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/introduction/role20 Mar 2015: The role of Finance Business Partners and Institution Heads of Finance in budgetary planning and control The University operates an annual Planning Round, one aspect of which is to collate financial forecasts from institutions (usually around -
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.
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