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Trust Fund Set Up | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/trust-fund-set1 Apr 2015: When trust funds are established there are a number of considerations that should be taken into discussion with potential benefactors, including: The value of the capital This should be sufficient for the purpose for which it is to be used. -
Research Funding | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/research-funding-029 Jul 2015: Pre-Award Services The Research Operations Office (ROO) are responsible for assisting departmental administrative and academic staff to understand the processes and requirements associated with research grants and contracts. -
Trust Fund Income | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/trust-fund-income1 Apr 2015: The capital of a trust fund, (both permanent and spendable) is invested and then the income generated from these investments is used to provide the intended benefits of the trust. -
Duty Relief | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/duty-relief6 Aug 2015: When goods are bought into the UK a tax called 'duty' is normally charged on the value of the goods (normally the purchase price). The duty applicable is calculated as a percentage of the value of the goods, but the percentage varies depending on -
Section 1: Overview | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-1-overview4 Sep 2015: This section gives you a general overview of what we mean by the chart of accounts and its importance, with a brief description of what each segment means and some basic rules about its use. Introduction What is the chart of accounts? -
Budgetary planning | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring20 Mar 2015: This section explains how budgets are used within the University. It details those activities for which budgets are formally created and monitored in the University Finance System (UFS). It also provides guidance on the main issues that should be -
Considerations Before External Sales are Made | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control-06 Aug 2015: There are several considerations that must be addressed before any new type of external sales are undertaken or a significant increase in scale of activity occurs. The new activity form must be completed and forwarded to the Accounts Receivable -
Land and Buildings | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/land-and-buildings31 Mar 2015: Overview The usual means of incurring and managing the expenditure on land and buildings is through Estate Management (EM) because of the complexities of building projects. -
The Application Process | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/application-process11 Aug 2015: Each application for funding must be authorised by the Head of Department/ Institution or their nominated deputy (see delegated authority process) prior to the application being sent to their School Team within the Research Operations Office to -
UFS Grants Module | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/ufs-grants-module29 Jul 2015: Post-Award a grant will be set up in UFS where an application is successful and the sponsor has notified the Research Operations Office. -
Practical Experience and Mentors | Finance Division
https://www.finance.admin.cam.ac.uk/training-and-development/professional-qualification/acca/practical-experience-and-mentors6 Feb 2015: Practical Experience Requirements (PER) Becoming an ACCA-qualified accountant does not just involve passing your exams and the professional ethics module, you also need to complete our Practical Experience Requirement (PER). PER provides a structure -
Budgeting for Chest overhead recovery income | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring/budgeting23 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). -
Month end | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/month-end5 Aug 2015: It is best practice for departments to reconcile suppliers’ statements each month to ensure that they have recorded all invoices and credit notes taken. This process should be done regularly to ensure that operating results provide a true -
Management of Trust Funds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/management-trust-funds1 Apr 2015: The Financial Regulations specify that it is the Head of Department's responsibility to ensure that all trust funds are maintained in credit. See also the guidance for Trust Fund Managers -
Managing Your Grant | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/managing-your-grant12 Aug 2015: Departments are responsible for ensuring that all expenditure charged to a grant complies with sponsors’ terms and conditions. -
Foreign currency transactions | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/foreign-currency5 Aug 2015: International Payment Orders (IPO) are the normal method used by the University to transfer funds to individuals and organizations with non-UK bank accounts. They can also be used as a method for paying foreign currency to a UK account. -
Grants | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/grants7 Apr 2015: The Grants Module records expenditure and income for the University's research grants and contracts. Research grants are governed primarily by the length of the grant rather than accounting periods (months), and therefore departments will need to be -
Introduction | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/introduction20 Mar 2015: A budget is a financial representation of planned activity for a given period. The basic principle is to compare the cost of the planned activity to the expected income the activity will generate and establish whether there will be a surplus (income -
Credit card procedures | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures5 Aug 2015: Purpose of credit cards The University issues company credit cards to its employees where it is deemed the only effective method of payment in the proper performance of duties. Heads of Institution are responsible for ensuring that the cards are -
Trust Fund Expenditure | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/trust-fund-expenditure1 Apr 2015: Payment Procedures In general, payments from trust funds will be made by the departmental accounts team unless the trust fund is held centrally, in which case the payment requests should be sent to the Trust Funds Assistant in the Finance Division -
Monitoring and Controlling Budgets | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and23 Jul 2015: All institutions are required to regularly monitor actual activity to planned activity and control their expenditure to ensure that it is in line with available funds. If required, appropriate corrective action should be taken to resolve significant -
Invoicing and income | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/invoicing-and-income12 Aug 2015: Invoicing of sponsors and collection of funds due is the responsibility of the Research Operations Office in conjunction with the Credit Control Team within the Finance Division. -
Investment in the Deposit Account | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-deposit-account20 Mar 2015: What is the Deposit Account The deposit account is a University wide facility that allows departments with surpluses (on a variety of eligible sources of funds) to invest those funds. -
University procedure | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-5a-employment-status/university-procedure19 Mar 2015: Obtaining clearance from the Tax Team The engagement and payment for services where the engaging department does not propose to make payment through payroll must be cleared by the Tax Team. -
Introduction | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8b-internal-trading/introduction7 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. -
Chapter 16 - Fixed Assets | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets31 Mar 2015: Download this chapter in PDF format Overview The pages in this section give further information on the policies and procedures for Fixed Assets. -
Supplier Database | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/supplier-database9 Apr 2015: The Supplier database enables staff to search for suppliers, request new ones or request amendments to suppliers on the database. Searches can be made for suppliers by name or by using key words or commodity descriptions to find suppliers who can -
Processing suppliers' invoices | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/processing-suppliers5 Aug 2015: Detailed reference materials on how to process suppliers’ invoices in the Accounts Payable (AP) module of UFS is available on the Finance Training webpage. Some other common scenarios are given below. -
Glossary | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/glossary7 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. -
Inventory | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/inventory7 Apr 2015: These procedures only apply to departments using the CUFS Inventory module. It will be important for the departments with stores to ensure an accurate record of stock is maintained and that stock is allocated accurately within the department. Month -
Ongoing management of donation accounts | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/ongoing2 Apr 2015: Topics covered in this section are: Balances to be maintained in credit Investing balances Surpluses on specific donations/endowments Year-end Reporting to donors Transferring donations -
Introduction to Fixed Assets | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/introduction-fixed-assets31 Mar 2015: What are Fixed Assets? University fixed assets are items of physical substance that are to be used in the supply/production of goods and services (e.g. education, research, trading). Examples of Fixed Assets: Scientific equipment Machinery Land and -
Section 3: Transaction code guidance | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-3-transaction-code4 Sep 2015: Within any fund, as defined by a combination of Cost Centre and Source of Funds, the Transaction element distinguishes between items of different kinds. Any account can have income and expenditure transactions. Many also have investments and other -
Chapter 8a - External trading and credit control | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control6 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 -
Debt Management | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/debt6 Aug 2015: The collection of income (and any subsequent debts) is the responsibility of the institution raising the sales invoice. The Financial Regulations state, “With the exception of research grant claims, institutions are responsible for debt collection -
Scope of donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/scope2 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. -
Purchasing | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-10-month-end-guidance/purchasing7 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 -
Internal control procedures and conflict of interest | Finance…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-20-governance-compliance/internal-control31 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 -
Practical Experience Requirements | Finance Division
https://www.finance.admin.cam.ac.uk/training-and-development/professional-qualification/cima/practical-experience-requirements6 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. -
Writing off bad debts | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/debt-418 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 -
Procedures for receiving donations via the Development and Alumni…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/procedures2 Apr 2015: Regardless of the method of donation the steps that the Department must follow are the same. Click the image to enlarge -
Financial Regulations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-20-governance-compliance/financial-regulations31 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. -
Import procedures | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-4-procurement-procedures/import-procedures31 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. -
Updating the Fixed Assets module | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/updating-fixed-assets-module31 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 -
CUTS (Cambridge University Technical Services) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-9-vat-and-other-taxes/brief-guide-corporation-06 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. -
Investment in the Cambridge University Endowment Fund (CUEF) |…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-12-investments/investment-cambridge-university20 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 -
Detailed instructions and module specific dates | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/detailed-instructions6 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 -
Recommended monthly procedures | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/recommended-monthly-procedures31 Mar 2015: Topics covered in this section are: Departmental responsibilities The central process for fixed assets -
Reflection of Grants in the General Ledger | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/reflection-grants-general12 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. -
Short-term academic tasks | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-5a-employment-status/university-procedure/short19 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
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