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Financial Users Group - Friday 1st November

The next Financial Users Group which is to be held at the Sanders Room, Post-Doctoral Centre, Eddington on Friday 1st November from 9.30am to 11am. This is an open meeting and we look forward to seeing you there.

Minutes of the last meeting and the current agenda can be found here.

Issued by Lesley Dent - System Administrator

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iProcurement Users: Updated XML PO format and Medical Exempt Certificate PO format

From the 29th October the XML PO format and the Medical Exempt Certificate PO format will match that displayed on a Printed Purchase Order; the departments Ship-To location code, hyphen and the PO number e.g. AG3-123456.  The reason for this change is because Marketplace suppliers were receiving a different format of the PO number to that which a University colleague would see if they viewed or printed the PO from CUFS. This has caused confusion when the two parties were liaising about an order.

Issued by Becky Darlow – Functional Analyst

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International Payment Orders (IPOs) change of process from 4th November

Following the IPO process discussions at the FUG meeting on 25th September 2019, we are pleased to advise the following improvements to the IPO process will be effective from Monday 4th  November 2019. These changes have been designed to save time for both departments and the Finance Division; you will see a reduction in paperwork and quicker payment times whilst CUFS payment information will now be recorded earlier.

• The existing IPO request form has been removed from the process, please delete these from your local drives
• Standard IPO payments (this is defined below), need no request form, we only require the invoice/expense form/payment voucher to make the payment, along with clear and full bank details and any relevant backup.

Standard IPOs are those where:

1. we will pay the supplier the full amount of the invoice/expense/payment voucher;
2. bank charges will be shared between us and the payee; and
3. the payment is not in advance  

Non-Standard IPOs - we require you to attach a completed and signed Non-standard Process IPO form with your request.

• Non GBP, Euro and US$ invoices will be processed on CUFS by the Finance Division at an earlier stage (before actual Payment) using a current exchange rate.

• We no longer require a screen print from CUFS to show the processed entry.

For departments using Shared Services

Your process does not change, other than as described above. Please continue to send all your foreign invoices to Shared Services using your usual method (email/wallet).

For departments not using Shared Services 

1. All invoices for GBP, Euro and US$ should continue to be recorded on CUFS prior to payment as they are now.

2. Then send all IPO requests directly to the Finance Division at Greenwich House either by UMS (clearly marked as IPO)  OR by email PDF to IPO@admin.cam.ac.uk

If you have any questions about these improvements, please contact Andrew Weatherley.

Issued by Andrew Weatherley  - Manager Accounts Payable, Receivable and Cash Management

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A new programme is underway which aims to transform the University’s Finance processes and tools for the future, and in order to make it a success we need your insights!

The Finance Business Transformation Programme (FBTP) is seeking opinions and experiences from everyone who uses Finance systems across the University, whether you are in a Finance role or a user of Finance. Those taking part will help the programme understand the current issues, suggest ideas for improvement and have their say on how Finance should operate in the future.  Our aim is that every Department and School within the University will have the opportunity to participate.

Over the next few weeks the programme is holding a series of events, known as World Cafés, which are interactive sessions designed to give participants the chance to feedback their valuable insights on Finance. All employees are also encouraged to complete a short survey which aims to gather views about existing Finance services and systems and ultimately help to design better solutions.  The survey can be accessed via the following link.

How do I sign up for a World Café event?

Please see the list of venues below and select which event you would like to attend. The links provided will take you to a website where you can register to attend your chosen event. Numbers at each event are limited and allocated on a ‘first come first served’ basis. If your chosen event is full, please select an alternative.

Please check with your department manager before confirming your attendance.

• 30/10/19, 9.30-12.30 at the University Centre (Hicks Room)
• 30/10/19, 13.30-16.30 at Roger Needham Building (Norwich Auditorium)
• 05/11/19, 13.30-16.30 at the Institute of Criminology (joined rooms B3 and B4)
• 06/11/19, 13.30 – 16.30 at Roger Needham Building (Norwich Auditorium)

Further information about the Finance Business Transformation Programme

For more comprehensive information about the FBTP, its aims, key projects and for a list of FAQs please visit the programme’s web pages.

Issued by Nicola Lawrence - Finance Business Transformation Programme

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