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Weekly Bulletin No. 840

Tuesday 1st December 

CUFS Downtime – Security Patching

CUFS Downtime from 5pm Friday 11th December to 9am Thursday 17th December 2020

Reports and Enquiries During Downtime

During the planned downtime of CUFS from 5pm on Friday 11th December to 9am on Thursday 17th December an enquiry only version of CUFS will be made available to users for reporting. Cognos will also remain available for reporting, with information as at close of business on Thursday 10th December.

Emergency Procurement Procedures

Emergency procedure will also be put in place for Purchasing. 

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 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 adding the emergency document as an attachment.  

Deliveries

Departments are advised to run the Open Purchase Order report to identify any possible deliveries due over this period and to note details of locations, buyers etc.

If you have any questions regarding the processes above please contact the Purchasing Helpdesk on UFS_PO@admin.cam.ac.uk.

Removing Printers from CUFS Requests

If you have reports that are scheduled to run automatically, please remove the printer from these reports. Please complete this action no later than Friday 11th December, after this date any scheduled reports with printers will be cancelled and you will be required to reschedule your report.

Issued by Paul Humpheys – Functional Analyst

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AR: Guidelines for goods and services supplied to overseas customers from 1 Jan 2021

After the UK leaves the EU at the end of the transition period from an accounting perspective supplies of goods and services to customers in the EU will now largely be treated the same as such transactions with the rest of the world.  The attached briefing note outlines the VAT treatment for exports of goods and services supplied to both business and individuals and the information is also available on the Finance Division website at https://www.finance.admin.cam.ac.uk/policy-and-procedures/brexit-guidelines/ar-guidelines-exports-and-services-supplied-overseas.

Departments should also be aware that when exporting goods to the EU there will be changes to border processes and we may need a license or, to follow special rules, to export restricted goods abroad, for example animals, medical equipment, and chemicals More information is available on this is available from https://www.gov.uk/starting-to-export/licences.

Please contact the University’s Tax Team on  VATQueries@admin.cam.ac.uk if you have further queries.

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Purchasing guidelines for purchasing goods and services from overseas from 1 Jan 2021

When the transition period ends on 31 Dec 2020, imports from countries in the EU will be subject to the same customs controls and VAT rules as imports from suppliers in the rest of the world.

New tax codes are being introduced in CUFS for imported goods from all overseas suppliers. Certain imported goods may be subject to customs duties and this will represent additional cost to departments. However, there are virtually no changes to the purchase of services from overseas suppliers.

More detailed guidance is available in the attached briefing note and available from the Finance Division website at https://www.finance.admin.cam.ac.uk/policy-and-procedures/brexit-guidelines/purchasing-guidelines-from-Jan-2021

Please contact the University’s Tax Team on  VATQueries@admin.cam.ac.uk if you have further queries.

Issued by Karen Sheldon -  Finance Training 

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General Finance heading

Accounts Payable - End of Year Payment Runs 2020

Please refer to the table at the link below for the Christmas Payment Run dates for 2020.

If you have any queries please contact the Accounts Payable Helpdesk on 66888 or email UFS_AP@admin.cam.ac.uk.

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

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Marketplace heading

Marketplace Error 401

Work is still ongoing with Oracle to resolve the Marketplace checkout issue 401.
Users currently receive the error when attempting to checkout multiple lined baskets, and all items are removed from the basket.
For this reason it is advisable to save the basket first incase it is 'lost'. Baskets of 1 or 2 lines should process as normal. 
 
While we are aware that this inconvenient, it is only a temporary work around.
Updates will be issued as more information becomes available.

Issued by Lesley Dent - System Administrator

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Training header

Forthcoming course (via Teams)

How to Excel 3, Tue 15 Dec
The latest Excel course for staff in a financial role. Learn how to handle advanced formulas and setup macros using the recorder and VBA tools. The SUMIF and COUNTIF formulas are covered.

Grants 3, Viewing Grants in CUFS, Tue 15 & Wed 16 Dec
An overview of your grant from CUFS. View the setup information for your Grants, check budgets and run some CUFS reports.

Issued by Christine Rogerson -  Finance Training

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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.