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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.

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: 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: 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

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.

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.

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.

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.

4 Sep 2015: The E Sources of Funds are used where funding is provided to the University and no restrictions on expenditure have been placed on the funds. EBBA: Unpaid Leave of Absence For duration of leave a budget transfer is made from ABAA to fund 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

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

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

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.

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

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

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

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.

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,

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

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

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.

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.

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

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

19 Mar 2015: The following factors are considered when determining the correct status. They follow the principles used in determining actual employment status, but here are applied to determine whether an individual will be a “deemed employee” for tax

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.

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.

20 Mar 2015: All applications for research grants and contracts must now be costed on ‘X5’ on a Full Economic Cost (fEC) basis.

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

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

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.

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,

31 Mar 2015: University Council's Policy When financial internal controls are operating satisfactorily within a department the likelihood of theft or fraud is reduced, although it cannot be completely eliminated.

4 Sep 2015: Download this chapter in PDF format Version History Version Number Issue date Comments 3.1 Apr 2024 Updated links and terminology Basic, overtime and casual transaction pay codes added to chapter 3.0 Jan 2018 Updated formatting to new FPM style

6 Oct 2015: The Best Practice Guides offer examples and common scenarios of the procedures in practice.

22 Jul 2015: Search site. Finance Division. Chapter 11: Year-end instructions Jul 2024. Chapter 11 - Year End Instructions. This chapter contains information on the basis that the University’s year end process works in line with the expected timetable. If

7 Apr 2015: Download this chapter in PDF format Overview Internal Trading is the process by which goods and services are bought and sold between Cambridge University departments using UFS Accounts Receivable (AR) and Accounts Payable (AP) modules.

30 Mar 2015: This chapter is not currently available to download This chapter is currently being re-written and is unavailable In the interim, guidance may be found in the Purchasing guide This outlines the end-to-end journey for purchasing goods, works and

4 Sep 2015: What is the chart of accounts? The chart of accounts is the collective name that we give to all our General Ledger account codes. It includes the way the account codes are structured as well as the individual codes themselves. Why is it important?

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.

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.

4 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

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

23 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.

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

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.

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

19 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.

4 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