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2 Apr 2015: The CUDAR will notify the department for which the donation is intended (via email), passing on the following information: name of the donor amount of donation (including gift aid where appropriate) purpose of the donation CUDAR will ask the

23 Jul 2015: In some instances, accrued surpluses may be utilised to resolve accounts that have gone into deficit. It is critical to identify how the surplus has arisen and whether there are rules concerning how those funds may be used (e.g. specific donations

23 Jul 2015: If a budget is overspent the first thing to do is investigate the reasons for the over-spend. If the over-spend is the consequence solely of a timing difference, then no immediate action is likely to be required.

17 Aug 2015: Customer receipts The UFS system is not capable of producing receipts for customers. Therefore, if a customer requests a receipt, you can provide written confirmation of receipt by email, pre-printed duplicate receipt pad or printed document.

23 Jul 2015: Unlike most ‘for-profit’ organisations, funds allocated but unspent at the end of a financial year may in some cases (subject to rules) be carried forward in reserves for use in subsequent years. This allows institutions and Schools the

4 Sep 2015: Transaction codes are used to define the nature of an item in a consistent manner across all departments. As well as income and expenditure transactions, they describe any brought forward balances and items that are recorded on the University’s

17 Aug 2015: It is recommended the Incomplete Invoices report is run regularly, but the following procedures must be completed by month-end: Run the Incomplete Invoices Report which lists all transactions that have not been completed and require further action (i

20 Mar 2015: Institutional responsibilities for budgetary planning and control The amount of input required from an institution for Chest budgetary planning and control can vary by institution and whether the budget is devolved fully.

7 Apr 2015: Ordering: iProcurement A department wishing to order goods or services should raise a purchase order on UFS to the supplying department. It is good practise to include a note on the purchase order of your department's AR internal customer number.

23 Jul 2015: It is always important to have a clear picture of financial plans, both income and expenditure. The Financial Regulations state that “Heads of Institutions are authorised to incur expenditure not exceeding the limits of funds available to the

5 Aug 2015: Departments are responsible for the coding and authorisation of University credit card expenditure in Concur. Additionally, the spend should have the relevant VAT classification selected. This includes VAT and Services Tax in a similar manner to AP

18 Aug 2015: Customers who do not, or cannot, make full payment by the due date may request an extension to the agreed credit terms. The most common proposal is to make payment by instalments.

1 Apr 2015: University Payment System (UPS) Payments These are payments made to adjudicators, examiners, and lecturers etc who are not on the University Payroll. These payments are made online through UPS, and should be input by one person and authorised by an

17 Aug 2015: A collections strategy that is appropriate to your institution and customers must be developed and recorded for all your debts. The credit risk sections covered in Pre-sales can be used as a guide, specifically types of customers and types of

4 Sep 2015: These are only allocated with permission from the Finance Division. They are specific reserves that arise from budget allocations for specific large projects, e.g. CAMSIS. They are sometimes referred to as sinking funds.

5 Aug 2015: The University’s credit card procedures aim to ensure: • Departments accurately account for their expenditure on credit cards. • Control is maintained over the nature and level of expenditure. • Adherence to the University’s purchasing

23 Jul 2015: In general Chest budgets are set at the beginning of the financial year. It is the responsibility of the School Business Partners and institution heads of finance to organise the upload of institutional budgets, as detailed in the Blue Book, into UFS

17 Aug 2015: It is the responsibility of the institution to ensure checks have been made to substantiate customer claims before refunding. Written authorisation from Head of Institution or delegated authority should be received and retained for audit purposes.

5 Aug 2015: Cardholders are responsible for ensuring all transactions are processed in Concur by 15th of the month following the transaction. The transactions must be supported by receipts/invoices. HM Revenue & Customs may consider un-receipted transactions to

31 Mar 2015: Departments have the responsibility to ensure all new asset purchases are uniquely tagged by a numbered security tag. This should contain a unique number to allow the asset to be tied up to the details on the asset register. It will allow for a