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4 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.

4 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.

5 Aug 2015: For all enabled currencies within UFS (excluding US Dollar & Euro/Euro defined), the Treasury team will load a monthly Corporate exchange rate onto UFS. For US Dollar and Euro, the Treasury team will load a daily Corporate exchange rate onto UFS.

12 Aug 2015: Checking that all expenditure posted in the Grants module correctly posted to the GL is undertaken by Research Accounting.. Departments should not post any expenditure to ‘M’ source of funds codes.

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

10 Aug 2015: Further information on year end procedures is detailed below:

5 Aug 2015: High Street suppliers should not be used. In general they do not provide the same credit facilities or preferential rates as larger companies offer. Warranties may not be valid in some instances where domestic goods are purchased that may be used in

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.

26 Oct 2015: These pages set out procedures and provide additional information for claimants, approvers, department administrators and finance staff in interpreting the policy. The policy and its annex must be referenced for context.

6 Feb 2015: Sales These are the University’s Terms and Conditions which apply to all sales of goods and services made by the University unless otherwise stated or agreed between the parties, as well as our General Conditions of Contract terms for purchases of

1 Apr 2015: Download this chapter in PDF format Overview The aim of this guidance is to give members of the University of Cambridge a brief overview of the University's insurance programme followed by a more in-depth look at the extent of cover and links to the

2 Jun 2015: Overview The University of Cambridge Sites and Buildings Regulations as adopted and approved 21 July 2014 allow Departments equipped with necessary expertise to apply for approval to undertake minor construction works and maintenance, providing they

29 Jul 2015: Search site. Finance Division. Chapter 19 - Research Grants. Chapter 19 - Research Grants. Download this chapter in PDF format. Overview. Polices and procedures in relation to research grants can be split into two broad categories: Pre - and

20 Mar 2015: Download this chapter in PDF format Overview Departments are able to invest surplus income on specific source of funds in either Cambridge University Endowment Fund (CUEF) or in the University Deposit account.

31 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.

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

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

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

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.

11 Aug 2015: Departmental Key Contacts can request access for departmental members of staff to view research grant data in the UFS Grants module.

6 Aug 2015: Click on the image to download the checklist Excel: PDF:

20 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.

12 Aug 2015: Awards payable in US Dollars, Euros or other foreign currencies will be budgeted in sterling. The foreign currency policy is detailed under Foreign currency grants Awards denominated in Euros or US dollars are budgeted using a lifetime rate.

31 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

23 Jul 2015: As well as the GL Financial Summary Report, there are other Cognos reports that deal with actual and budgeting variances. Refer to the Finance Division Training webpages Guidance and FAQs, Cognos reports, for a list of reports and detailed assistance

1 Apr 2015: This power is limited by the following requirements:. The trust must have been in existence for more than sixty years, or alternatively, the consent of the trustees must be obtained;.

12 Aug 2015: UFS is a commitment accounting system. This means that details of any orders placed in the UFS iProcurement Module are transferred to the UFS Grants module and funds are then reserved for the purchase. These are shown as commitments on several

12 Aug 2015: Each department has one or more GL cost centres into which expenditure from the Grants module is mapped. The standard cost centre for this is **AG, the first two letters being the department code. This may vary in departments where more than one

12 Aug 2015: Staff costs are imported into the Grants module monthly. Where Staff costs have been incorrectly coded they can be transferred using the Tools/Transfer function in the Expenditure enquiry screen. Costs which fail validation will go to departmental

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

2 Apr 2015: Departments should determine the appropriate source of funds code using the guidance in section Types of Donation for Accounting Purposes, complete the undertaking and return to CUDAR.

12 Aug 2015: Disbursements from petty cash can be charged to a research grant. There is a limit of £25 per item and all petty cash expenditure should be supported by a receipt.

12 Aug 2015: Your School Team in the Research Operations Office must be notified of all amendments to a grant, e.g. extensions (cost and no cost), supplementary funding and virement of funds between expenditure categories.

5 Aug 2015: Department users are only able to use the Corporate exchange rates (i.e. are unable to enter User exchange rates). CUFS will usually default to this as the Rate Type. If prompted to complete this field when entering a foreign currency transaction,

2 Apr 2015: Before releasing a donation, CUDAR will check that the source of funds code is appropriate given the nature of the donation. They will then instruct the Finance Division to transfer the funds.

6 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.

6 Aug 2015: All modules will be closed at 5 pm on the following dates.

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?

23 Jul 2015: Cognos reports for monitoring grant expenditure at institutional level are available, including a summary report which provides an overview of grants expenditure and remaining budget on active awards. Furthermore, once-off, bespoke Cognos reports

29 Jul 2015: Where applications are successful the sponsor will send an ‘Award Letter’ notifying the Research Operations Office and the applying Principal Investigator (PI). If the department of the PI receive a copy directly from the sponsor they should

4 Sep 2015: This is used to define the department or institution processing the transaction, e.g. AG for the Finance Division. The first letter can help to indicate the group to which the department belongs.

2 Apr 2015: Expenditure charged to a specific donation must meet the conditions specified by the donor. Responsibility for ensuring that the terms of specific donations are available for reference and are adhered to rests with the Head of Department.

17 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

31 Mar 2015: Fixed assets within the University are split into three specific categories and presented differently in the financial statements. Equipment Purchased by departments in the normal course of business, including from research grants.

5 Aug 2015: AR Invoices are automatically transferred overnight (via an interface) into the receiving department’s AP module. PDF invoice copies are automatically emailed nightly to the receiving department. Departments should be emailing any backup

7 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

7 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

12 Aug 2015: Grants that are awarded in a foreign currency will be converted to sterling at activation stage, using the University’s foreign exchange policy. The preferred currency for research grants is sterling. For US Dollar and Euro denominated grants the

5 Aug 2015: Amendments to an existing supplier record are only acceptable if they are accompanied by official documentation regarding the relevant change. This may be in the form of a letter from the company stating the change or a copy of an invoice headed