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Departmental funding of EM work | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/land-and-buildings/departmental31 Mar 2015: Where Departments are providing funding for land and buildings an internal invoice will not be raised. The recovery of funds will be by journal entry. This is true of both minor works and major projects. The process is as follows: 1. -
What do we mean by budgetary control? | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/introduction/what-do20 Mar 2015: Budgetary control is financial jargon for managing income and expenditure. In practice it means regularly comparing actual income or expenditure to planned income or expenditure to identify whether corrective action is required. -
Consultation with CUDAR re solicitation of donors | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-02 Apr 2015: CUDAR's 'Procedures for Handling Donations' document explains the detailed University procedures for accepting donations. Departments should use these procedures before approaching any potential donors. -
Transferring donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/ongoing-47 Apr 2015: Transfers of donated funds to other institutions must always be approved by the Head of Department and be in accordance with the terms of the gift and the University's general charitable purposes. -
Importance of Fixed Assets | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/introduction-fixed-assets-131 Mar 2015: Fixed or tangible assets are the physical structures that support the University and are therefore of significant value and are required to be accurately recorded and reported on within the University's financial statements. -
Fixed Assets (FA) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/detailed-instructions-610 Aug 2015: Module closes at 5 pm on Tuesday 27 August Essential Tasks Final date for completion Review Fixed Asset Register Mon 12 Aug Physically verify assets Mon 12 Aug Notify FA Helpdesk of disposals or amendments Mon 12 Aug Return FA register to Fixed -
Activities supported by more than one funding stream | Finance…
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/trust-fund-expenditure/activities1 Apr 2015: Often departmental activities will be funded from a variety of sources that may include income for a trust fund. -
Deposit movements | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/management-trust-funds/deposit1 Apr 2015: Many departments have surpluses that are held on deposit with the University Deposit Account. Departments are responsible for monitoring account and deposit balances and can process deposit movements themselves through a General Ledger journal. -
Specific Endowments | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/types-32 Apr 2015: A specific endowment is a donation where the donor has specified that the funds are to be invested and the investment income is to be used for specific purposes, which may be as wide as a department or academic area. The funds may be required to be -
Overheads charged to donation accounts | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/spending-22 Apr 2015: Since 1 August 2003, overheads, calculated as a percentage of salary costs, have been charged on donation accounts and special funds. The policy aims to ensure that a contribution is made towards the infrastructure costs of activities funded from -
Decision to accept restricted donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/principles-22 Apr 2015: The University will seek to avoid the situation where it becomes committed to expenditure for which it has insufficient funds. Accordingly, the terms of any specific donations and endowments must be carefully considered before a gift is accepted. -
Departmental responsibilities | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/recommended-monthly-procedures-031 Mar 2015: Ensure that the "Track as Asset" box in the AP module is ticked for all fixed assets purchases in excess of £5,000. This is essential. Notify the Fixed Asset Helpdesk of any assets not tracked. Notify the Fixed Assets Helpdesk of any fixed asse -
The central process for fixed assets | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-16-fixed-assets/recommended-monthly-procedures-131 Mar 2015: Monthly 'Mass Additions' process The main central process revolves around creating 'mass additions' - this sweeps all invoice data re ticked 'track as asset' items into a holding area called mass additions within the fixed asset module. -
Items processed centrally each month | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-19-research-grants/reflection-grants-general-312 Aug 2015: The costs detailed below are either imported into CUFS or generated with a grants process by Research Accounting. This is done at month end (usually during the last week of the month) before the Grants module closes. The monthly timetable is updated -
Why do we set budgets? | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/introduction/why-do20 Mar 2015: The prime reason why the University sets budgets is to ensure that it is operating sustainably. -
General Donations - source of funds EF** to EX** | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/types-12 Apr 2015: A General Donation is one in respect of which the donor has either: not placed any restrictions; or has placed restrictions which are met by expenditure already committed or planned as part of the department's existing operations. -
Notification to the department | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/procedures-12 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 -
Payments for occasional academic services | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/trust-fund-expenditure/payments1 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 -
Types of income treated as donations | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/scope/types2 Apr 2015: Donation income For the purposes of these procedures, "donation income" can include any of: gifts benefactions bequests legacies grants made by charitable trusts grants made by Government departments and agencies This does not include HEFCE inco -
Donation receipt | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/procedures-02 Apr 2015: The Development and Alumni Relations office (CUDAR) is the University's designated office equipped to deal with donations, including donations destined for individual departments. For this reason, donations should always wherever possible be -
Application and Expenditure Statement Deadlines during the Christmas…
https://www.research-operations.admin.cam.ac.uk/about-us/bulletin/item/application-and-expenditure-statement-deadlines-during-christmas-break-021 Apr 2015: 2. Final expenditure on RCUK Final Expenditure Statements due between Saturday 20 December 2014 and Monday 12 January 2015 must be confirmed to Research Operations by Tuesday 16 December. -
Balances to be maintained in credit | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/ongoing-02 Apr 2015: Financial Regulation 14.2 Heads of Department must ensure that: donation accounts and trust funds are maintained in credit; funds are applied for the public benefit for charitable, educational or research purposes only; and any Ordinances or -
Definition - What is a donation? | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/scope-22 Apr 2015: To be classed as a donation or grant, a receipt of funds or assets must have been freely given, with no consequent obligation on the University to provide goods or services to the benefit of the donor. -
Activities funded from more than one source | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/spending-32 Apr 2015: Often departmental activities will be funded from a variety of sources that may include one or more donations. Where these costs do not relate to either research grant or trading activity there may be some discretion as to where these are charged. -
Purchasing (PO) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/detailed-instructions-26 Aug 2015: The Purchasing module (which includes iProcurement) is used to create purchase orders (POs) on UFS. This in turn creates a commitment. When the order is matched to an invoice, this becomes an actual expense. -
Income which is not a donation | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-14-accounting-donations-and-grants/scope/income2 Apr 2015: Research grants If an offer of support appears to fall between a research grant and donation, it is important to seek advice from Finance Division or ROO, because certain benefits to donors (use of logos, rights to attend seminars, access to -
Accounts Receivable (AR) | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-11-year-end-instructions/detailed-instructions-36 Aug 2015: AR module closes at 5pm on Thursday 15 August ON THIS PAGE Summary of tasks to complete Key dates AR module Cash and cheque receipts Receipt batches BACS receipts, bank transfers and unclaimed PDQ receipts Internal AR invoices External invoicing - -
Monitoring Trust Funds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-13-trust-funds/management-trust-funds/monitoring1 Apr 2015: Each month check income and expenditure. Ensure that the funds are being used for proper purposes in accordance with the rules of the specific fund and the University's general charitable purposes. -
Transfer codes | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-3-transaction-code-34 Sep 2015: Principally EZXX for transfer of expenditure and LXBB for transfer of income. Transfer codes Use with caution Refer to Best Practice Guide 3 or your Finance Adviser Latest version 01 May 2024 -
Departmental credit cards | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures-15 Aug 2015: Some departments operate a single card for online and overseas purchases. -
Monthly credit card statements | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures-35 Aug 2015: The Accounts Payable Team, Finance Division arranges payment. Statements are sent directly to the cardholders’ home address, as provided on the application form, from the credit card service provider. -
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 -
F Sources of Funds: Specific reserves | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-34 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. -
Interest and fees | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/debt-318 Aug 2015: The University’s STCs and the Late Payment of Commercial Debts (Interest) Act 1998 allow us to charge interest and fees on overdue debt. In deciding whether to charge interest, consider the relationship with the customer and the reason for -
Legal action | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/debt/legal18 Aug 2015: Any decision to take legal action should only be made as a last resort having fully considered the appropriateness, reputational and cost implications to your institution and the University. -
Taxable benefits | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures-65 Aug 2015: Expenditure without supporting receipts/vouchers may be considered by HM Revenue & Customs as a taxable benefit and therefore details should be submitted to the Payroll Section at the end of May for the previous tax year (ending 5 April) as part of -
Other sales related documentation | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/making-317 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. -
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 -
Z Sources of Funds: Depreciation | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-3-chart-accounts/section-2-source-funds-124 Sep 2015: These are for Finance Division use only. These Sources of Funds show fixed asset capitalisation and depreciation movements. University policy is that we only capitalise and depreciate assets over £30,000 in value. Depreciation is calculated and -
Month-end procedures for invoicing | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/making-517 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 -
Debt collection approaches | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/debt-217 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 -
Agreeing proposed payment plans | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/debt-018 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. -
Full Economic Costing and Income Allocation Policy Briefing Session - …
https://www.research-operations.admin.cam.ac.uk/about-us/bulletin/item/full-economic-costing-and-income-allocation-policy-briefing-session-196 Aug 2015: Delegates: 20 available places. To book a place: please contact Debbie.West-Lewis@admin.cam.ac.uk. -
Trust Funds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and-6-023 Jul 2015: Income and expenditure on Trust Funds can be monitored using the Cognos General Ledger reports. However, there is a specific report for Trust Funds which summarises the purpose, performance, and activity of each Trust Fund. -
Monthly accounting arrangements | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures-55 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 -
Customer refunds | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-8a-external-trading-and-credit-control/making-217 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. -
Spending surpluses | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-2-budgetary-planning-control/monitoring-and-6-223 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 -
Foreign Currency Cash Advances | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/foreign-currency/foreign-05 Aug 2015: Where a University employee is required to incur expenditure on University business, a cash advance may be made to assist in covering this expenditure. Standard forms (which must be used), are available for this purpose. A request for a cash advance -
Aims of credit card procedures | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures/aims5 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 -
Monthly credit card transactions | Finance Division
https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-6-non-pay-expenditure/credit-card-procedures-45 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
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