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UFS

 

Weekly Bulletin No. 814

Week Commencing Monday 2nd June 

This information is also available from the Finance Division website. However, if you have any additional queries please do continue to contact the Help Desk on 01223 (7)65999 or at UFS_enquiries@admin.cam.ac.uk

 

Amendments to Employee Self Service (ESS)

P60’s for monthly paid staff are now available on ESS to be viewed and downloaded. Weekly paid staff, including TES Workers,  who have a CRSID and Raven password should be able to view their payslips and P60s on ESS. 

Monthly paid staff who are leaving now have 60 days after their leave date to log into ESS and download payslips, P60’s and their P45.

https://www.hrsystems.admin.cam.ac.uk/systems/systems-overview/employee-self-service-ess

UPS deadline date amendment

Due to a planned CHRIS upgrade on 25th June the UPS deadline for the payment date 4th July will now close at 5pm on Wednesday 24th June.  Please make any staff processing UPS payments aware of this change to avoid missed deadlines.  Payroll deadline dates have been amended and can be found here https://www.finance.admin.cam.ac.uk/payroll/payroll-deadline-dates 

UPS P45s and P60s

P60s for 2019/20 will be emailed to individuals paid via UPS, similarly to remittance advices, as will P45s.  Documents will be password protected, details of which are explained in the main body of the email message. Departments are reminded to regularly review the status of UPS individuals and to let payroll know if any records need to be closed down and P45s issued, where applicable.

Illumina Cambridge Ltd to be added to the Marketplace

We are pleased to announce that from Monday 8th June, Illumina is joining our Marketplace as a punch-out supplier for their extensive range of sequencing consumables.

The contract with Illumina was negotiated by Cambridge University on behalf of the CRUK Sequencing Consortium and is available to the whole University. During the last 12 months over 3,000 purchase orders have been sent to Illumina from 27 departments in the schools of Clinical Medicine, Biological Sciences and Physical Sciences, so being able to order via Marketplace will improve the ordering efficiency for many departments. If you have any questions please contact Andrew Henderson, Category Manager if you have any questions.

Deliver to Home (DTH) addresses

Buyers, as well as ensuring that the DTH deliver to code is only used in conjunction with non-catalog orders, please note, that when placing a DTH order, the individual’s home address will be visible to University staff processing orders (whether in your department or the Finance Division) as well as to the supplier themselves.

Marketplace unavailable Thursday 4th June

Please be advised of an upcoming period of maintenance scheduled to take place on the Marketplace from 6:30 pm to 8:30 pm, Thursday 4th June. We apologise for any inconvenience this may cause.

Fraud alert  - from VWR in relation to PPE

One of our suppliers, VWR, have alerted us of fraudulent internet activities by third parties who have posed as Avantor sales associates and requested payment on fictive orders of personal protection equipment (PPE). While these third parties are not associated with or authorized by Avantor/VWR, they have used email addresses that resemble VWR’s domain name avantorsciences.com but with slight differences in the extensions – .com is replaced with .co.uk as an example. Additionally, they have also issued fictive invoices and product datasheets for the delivery of PPE that at first glance appear to be genuine and include bank account details; the bank accounts are not known to us.

They have asked us to be vigilant in verifying that email exchanges with individuals use the official domain name registered by Avantor – avantorsciences.com. We also encourage you to validate the legitimacy of invoices prior to making payment. If in doubt contact their customer services team. 

This is general good advice that can be applied to other suppliers and transactions and everyone should continue to remain alert to the possibility of fraudsters impersonating any supplier. If you have any suspicions, please call the supplier directly to confirm (do not respond to the email or any contact details given within it) and alert the UFS Helpdesk on 01223 (7)65999 or at UFS_enquiries@admin.cam.ac.uk

General Finance heading

New Disclaimer form for students/non-employees requesting CUFS access

As many of you are working from home, without access to printers and scanners, we have converted the Non-employee Disclaimer form to an editable PDF so it can now be completed and submitted electronically.

Completion of the form is as before. Once the individual has completed their section they can save the file and email the form to their departmental Key Contact. The Key Contact can then complete their section before saving and emailing to the Helpdesk.

Typing your name in the signature box will suffice for both the individual and the Key Contact sections. However, to help confirm authenticity in the absence of physical signatures, and to avoid delays, please ensure that:

  • The individual includes a reference to the disclaimer in the body of their email to the Key Contact – “please find attached completed disclaimer” or similar will suffice.
  • The Key Contact must then forward this email with their copy of the final completed form when sending to the Helpdesk at

The Finance Division may periodically still call to verify such requests but it is hoped that overall you will find the form more user friendly. Please contact Simon Miller or the Helpdesk if you have any further questions

New dates and courses added to the Virtual programme

We are continuing to develop our virtual training programme and have recently added some new courses and additional dates. More new courses will be added in the coming weeks so watch this space. In the meantime, all online courses are available as normal. Use the links below to book on the courses, please note, bookings will be provisional until confirmed by one of the Training Team.

General Ledger Part 1 

This course enables users to learn the basics of how the General Ledger module works, how to run online account enquiries and optionally how to process journals.

More information and to book a place

GL Part 2: Reporting in the General Ledger 

This course provides users the opportunity to run General Ledger reports and how to interpret them when managing departmental funds.

More information and to book a place

How to Excel Parts 1 and 2 

This course will enable the participants to practice existing spreadsheet skills and develop more advanced skills within the context of UFS data. There will be the opportunity to extract data from the system and learn to manipulate, analyse and use it for reporting purposes. The course runs over two sessions and participants will need to attend both of these sessions.

More information and to book a place

Introduction to Cognos 

Cognos is a reporting tool that utilises data from CUFS to provide users with additional reports and options. This introductory course is designed for new reporters - covering everything from running a report successfully as well as a number of useful tips and shortcuts.

More information and to book a place

IProcurement Part 2 

This course covers the various month-end processes that need to be completed within the iProcurement module.

More information and to book a place

Year End – New users course

This course will cover year-end processes in more detail than the roadshows and will include:

  • Outline of the year-end timetable to be followed
  • Specific procedures and tasks for each module
  • Guidance on journals especially accruals, prepayments and transfer codes
  • Making better use of the Cognos reporting tool
  • Exploring areas that often cause problems
  • Practical advice on how to prioritise during key periods

More information and to book a pl

FAQ heading

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.