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Weekly Bulletin No. 803

Week Commencing Monday 6th January

Vulnerable Period Heading

System Availability - Tuesday 7th January

The CUFS system will be unavailable during the vulnerable period of 6am to 9am on Tuesday 7th January. This time will be used for system maintenance.

Issued by Michelle Bond - Lead Functional Analyst


General Finance heading

Employee subsistence rates from 1 January 2020

Revised rates have been approved by the Finance Committee for the new year. These include a clarification over claiming where breakfast is not included within the accommodation price, and a new allowance for drivers carrying (employee) passengers.


From 1 Jan 2020

For part of a day including breakfast*


For part of a day including lunch


For part of a day including dinner


For part of a day including lunch and dinner


For Bed and Breakfast


For Bed and Breakfast (London rate)


The allowance for a complete 24 hours outside London


The allowance for a complete 24 hours in London


Allowance for staying with friends or family


*The breakfast rate applies when breakfast is not included in the cost of accommodation, but can also be claimed, upon presentation of a receipt, when an employee leaves their house earlier than usual and before 6am and buys breakfast away from home after a qualifying journey has started.


Mileage rates are aligned with the approved rates set by the HM Revenue and Customs (HMRC) so that no tax liability arises on the payment of mileage allowance. These remain the same for this year, with the addition of a new rate for drivers carrying one or more other employees as a passenger.

Motor cars:         45 pence per mile for the first 10,000 miles and 25 pence per mile thereafter;
Motor cycles:     24 pence per mile;

Passenger(s):     5 pence per passenger per mile.

Note: The Financial Procedures Manual provides that “there may be occasions when it is not possible to stay within the rates and it is the intention that individuals should not suffer financial loss as a consequence of being required to travel on University business. Therefore, the rates may be exceeded in exceptional circumstances where there is no choice but to exceed the rate (e.g. there is no accommodation available within the preferred rate) or where there is a strong business reason to exceed the rates (e.g. attendance at a conference in a hotel where the rates are in excess of the set rates and it is desirable to stay there in order to foster academic relations).In such cases, evidence should be retained to support the need to exceed the approved rates.”

Issued by Karen Sheldon - Finance Training

Annual Accountants Update

This takes place on Tuesday 17 March, 2pm – 4pm (8 Mill Lane, Lecture room 4). Our external auditors PricewaterhouseCoopers are coming in to give an update on accounting issues and developments that are relevant to the University Group.

This event is for qualified and part-qualified accountants within the University. Unfortunately, it is not appropriate for AAT students or members.

Qualified staff can use this towards their annual CPD. Use this link to book a place

Issued by  Helen Parker - Finance Training


Procurement review is supporting our journey to a zero-carbon future

With its ambitious climate initiative Cambridge Zero, the University is helping to build a zero-carbon future. Now, sustainable procurement - which is meeting the University’s need for delivering goods, works and services in an environmentally friendly way - has been embedded at the heart of the Finance Division's Strategic Procurement Review (SPR). 

The SPR launched in the summer this year (2019) as part of the Finance Business Transformation Programme, analysing a sample of 25 departments that demonstrate the breadth of subject areas and differing levels of spend across the University.  As a result, the review has put how the University buys and pays for its goods, works and services under a microscope with the aim of developing a simpler, more user-friendly approach with sustainable procurement at its core.  For further information please click here

Issued by Nicola Lawrence - Finance Business Transformation Programme


Training header 

Training Courses

The upcoming courses have places available:

General Ledger Pt 1, (Getting Started in the General Ledger), Thu 16 Jan, 09h30 – 12h30

Grants P2 (Grants Reports in Cognos), Thu 16 Jan, 13h00 – 16h30

General Ledger Pt 2, (Reporting in the General Ledger), Tue 21 Jan, 09h30 – 16h30

For details of other training courses available please see here.



Reminder that the Welcome to Key Travel webinar is running on Wednesday 8 January. This one hour webinar aims to assist anyone involved in University travel bookings.

Issued by Christine Rogerson - Finance Training


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.