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Weekly Bulletin No. 800

Week Commencing Monday 9th December

Vulnerable Period Heading

System Availability - Tuesday 10th December 

The CUFS system will be unavailable during the vulnerable period of 6am to 9am on Tuesday 10th December. This time will be used for system maintenance.

Issued by Michelle Bond - Lead Functional Analyst

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Emergency purchasing procedures over Christmas.

During the planned down-time of CUFS from 5pm on Monday 23rd December to 9am on Thursday 2nd January an Emergency procedure is being put in place for Purchasing. 

A Template Purchase Order is available for departments to use ONLY DURING THE SHUTDOWN PERIOD AND ONLY TO BE USED IN AN EMERGENCY. 

  • Please enter an emergency purchase order number which includes your departmental prefix for the ship-to site normally used, a sequential number and the initials of the preparer.  

  • Ensure that your department details are entered onto the template along with the full details of the items required

  • It is essential that the purchase order is signed by a CUFS approver with the relevant approval level. 

  • If a medical exemption certificate is required to accompany an order, these can be found here

Once the system is reinstated in January the use of this emergency purchase order should cease and new orders generated as normal. At this point full details from the Emergency Purchase Order must be entered into iProcurement as a non-catalogue order, cross-referencing the emergency order number and attached to the emergency document if a hard copy is printed.  

If you have any questions regarding this please contact the Purchasing Helpdesk by email  or on (7)65101.

Issued by Karen Sheldon - Finance Training

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General Finance heading

Financial Users Group Meeting (FUG) - Wednesday 11th December

The next Financial User Group meeting is on Wednesday, 11th December, from 9.30am to 11am in the Fadi Boustany Lecture Theatre, Judge Busniess School,

This is an open meeting and we look forward to seeing you there. 

Issued by Michelle Bond - Lead Functional Analyst

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Pay transaction codes (casual pay and additional pay)

Further to a request at the last Financial User Group, please find links below to the current pay transaction codes and matrix

Issued by Lucy Harney - Finance Manager and Head of Director's Office

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Payroll Deadline Dates and AP Payment Runs 2019 

As issued in Bulletin 799

Procurement heading

Calling all departmental members of Chartered Institute of Purchase and Supply (MCIPS) or those currently studying for their MCIPS qualifications

Does the University Procurement team know who you are and where you work?  As a part of the activities now the Strategic Procurement Review (SPR) has completed, we are keen to build a network for professional support and training across the Collegiate University, with a view to widening this group in the future to include those who might be interested in pursuing this professional qualification and finding out more or simply to inform those of you who may engage with the whole procurement/purchasing/contract management activity cycle.

Please let us know who you are and where you work by emailing the Procurement Service and we’ll be in touch.

Issued by Helen Wain - Head of Group Procurement

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Dispensations

For some time we have been trying to ‘turn the tide’ around raising dispensation requests and following on from the recent strategic procurement review thought it worth re-circulating the guidance which is working its way around the University slowly.  The University dispensation process applies to all departments falling under University Financial Regulations

In the not too distant future the dispensation form will change, changing free text fields into drop downs etc but in the meantime, if you believe you need to raise a request to depart from University competition requirements the points below are worth considering when drafting your dispensation request:

  1. Duration of a dispensation should be up to 4years as outlined Financial Regulations rather than the historic practice of raising regular one year dispensations
  2. The dispensation process seeks to confirm the subject of the dispensation cannot benefit from competition, it does not confirm or approve budgets
  3. The department raising the request, if approved,  is solely and wholly responsible for budgetary management to the value assigned.
  4. The dispensation application should clearly state all commercial benefits on offer from the supplier in recognising they may not have to competitively tender for their goods, works or services
  5. The value assigned to a dispensation should not be the specific value of the subject at the core of the dispensation but of a sufficient value to enable you to provision for additional needs over the period of the dispensation for example maintenance agreements, strategic spares, emergency call outs, unexpected or unplanned needs.
  6. Departments will need to monitor how much they spend against a supported dispensation to minimise the risk of over spending against the value assigned in the dispensation
  7. Dispensations applications should be based upon University of Cambridge terms and conditions of contract and clearly state if any advance or international payment need is required alongside the benefits the University would enjoy by agreeing
  8. If a dispensation request relates to a supplier not currently on the University Supplier Database, then the person raising the dispensation is responsible for the processing associated with a potential new supplier if approved.

If you have any questions, please let us know by emailing Procurement Services.

Issued by Helen Wain - Head of Group Procurement

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Training header

Training Courses

These upcoming courses have places available:

How to Excel P1, Wed 11 Dec, 09h30 – 12h30

Grants P3 (Viewing Grants in CUFS), Tue 17 Dec, 09h30 – 13h00

iProcurement P2 (Month End Processes), Tue 17 Dec,  14h00 – 16h30

For details of other training courses available please see here.

Issued by Christine Rogerson - Finance Training

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Webinar

Reminder that the Welcome to Key Travel webinar is running on Wednesday 11 December. This one hour webinar aims to assist anyone involved in University travel bookings.

Issued by Christine Rogerson - Finance Training

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Monthly Accounting Timetable

To view the status of the monthly process including the month end close dates please use the following link: Accounting Timetable

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Vulnerable Periods

Some systems may be unavailable between 6.00am to 9.00am Tuesdays and Thursdays. Users will be notified of planned vulnerable periods here and in the latest bulletin.