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Weekly Bulletin No. 847

Tuesday 26th January

Use of vulnerable period: User information

Vulnerable periods are required for necessary updates to the system; users should not try to access CUFS during these periods as the system maybe ‘unstable’.

A UFS Communication will be issued when the work is complete and users can log in.

Recently users have been trying to access the system before release, which is delaying the restoration of access to everyone and causing issues in the completion of work. 

Users are also at risk that any work completed in the vulnerable period could be corrupted or lost.

Issued by Michelle Bond - Head of Financial Systems

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Brexit heading

Brexit Transition guidance

Intrastat – continue to send copies of purchase invoices plus commodity codes

For 2021, we are still required to submit summaries to HMRC (known as Intrastats) for all purchases of goods from EU countries.  To do this, we need additional information that is normally shown on an invoice or import declaration but is not held in CUFS.

  • If your Department uses Shared Services, you will need to ensure they also have the commodity code of the goods.  Shared Services will forward the copy invoice and code to the Tax Team on your behalf.
  • If you process your own invoices, you are required to email a copy of the supplier’s invoice along with the commodity code to ec_goods-invoices@admin.cam.ac.uk

Where can I find the commodity code?
Often, the supplier’s invoice will include the commodity code (also known as HS codes , or Tariff classification) as it is required information for the goods to be sent to you as an export, post-Brexit.  Alternatively, the import declarations will show the commodity code and will be sent to you by your agent.  Known as supplementary declarations, C88 or SAD – the code is entered at box 33 and is 10 digits long e.g. 3004500000. 

You can send a copy of the invoice plus the C88 or you can include the commodity code in the email – we do not mind how, as long as we receive the commodity code.

You can find out more and how to check the code here: https://www.finance.admin.cam.ac.uk/policy-and-procedures/brexit-transistion-guidelines/importing-goods-basics/commodity-codes

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Importing goods into a country other than the Great Britain

If the University is responsible for importing goods into a country other than the UK (whether as sales to third parties or moving its own goods as part of a research project), it is essential that you seek advice before the goods are moved from the University's Tax Team at  vatqueries@admin.cam.ac.uk.

It is possible you will create an overseas tax liability and reporting obligations, for which specialist advice needs to be obtained on a case-by-case basis. The process of importing goods into any country is complex and the rules and procedures vary from country to country. 

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Transporting goods in your luggage - don't forget insurance

Please be aware that there are also insurance implications when importing and exporting items in your luggage or vehicle. Therefore, please contact the Insurance Section in the first instance at insurance@admin.cam.ac.uk . 

More information regarding the requirements and procedures for movement of goods in this way is available from https://www.finance.admin.cam.ac.uk/policy-and-procedures/brexit-transistion-guidelines/taking-goods-you-your-baggage

Issued by Karen Sheldon - Finance Training

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General Finance heading

January Month End - Half Year Accounts

The accounts for the first half of the financial year are important in ongoing financial management, whether at University, School or Department level. They are used in monitoring performance and compliance in key areas such as: spending against budget; balances on trust funds and donation accounts; income levels; internal trading; the rate of recovery of indirect costs and progress on construction projects.

We are mindful of the current work pressures and the additional work half year end will bring.  To reduce some of the workload the Finance Division have already postponed the 6 monthly review of department Fixed Asset registers (https://ufs.admin.cam.ac.uk/845#DC) and to enable departments to prioritise work accordingly, the below list details half year end activities in priority order.

  • Bring income up to date by raising external trading invoices and invoices for B source of funds recharges etc;
  • Process suppliers' invoices for January purchases and raise accruals for any significant purchases not yet invoiced;
  • Claim unallocated BACS receipts;
  • Stock takes, priority on high value stock items
  • Re-allocate items of expenditure to research grants, donation accounts and trust funds as appropriate, where they have been provisionally coded to Chest or other sources of funds - this should be done by amending the Accounts Payable distribution where possible, otherwise by raising a General Ledger journal;
  • Clear suspense accounts (e.g. Grants, internal trading, credit card);

In order to give departments more time to review their accounts to January 2021 and process transactions the CUFS modules will remain open 4 days longer than normal.

7 working days - Tuesday 9th February

Accounts Payable
Accounts Receivable
Inventory
Grants
Purchasing
 

8 working days – Wednesday 10th February

Last day for placing funds on deposit
Fixed Assets
 

9 working days – Thursday 11th February

General Ledger
All modules will close at 5pm on the stated days.
 

Issued by Mike Sinclair – Central and Research Accounting

Revaluation as at 30 September 2020 Adjustment

The September 2020 CUEF valuation has now been updated to take account of an adjustment, owing to the delayed quarterly reporting of the illiquid element of the underlying portfolio.
Departmental Key Contacts will recall some recent changes to the CUEF as documented in bulletin, https://ufs.admin.cam.ac.uk/845#SM , one of which, sees the move to a delayed revaluation of the Fund from the December valuation point forward. The routine adjustments that were seen for Q1, Q2 and now Q3, will be the last of its kind.
 
The September 2020 unit price has therefore been updated from £58.89 to £59.88. Consequently, there will be additional entries in CUFS General Ledger codes correcting the capital valuation and distributions. New contract notes will be sent out to any departments that purchased or sold units at September 2020.
 
Issued by Scott Maclaren - Treasury & Investment Accountant

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Travel and Health Insurance warning for overseas trips

The University provides travel insurance for overseas business trips, which covers emergency medical expenses only. Certain governments or local authorities may demand full health insurance cover, especially for longer trips. Similarly to VISA requirements, it is the traveller's responsibility to consider such requirements when planning trips. For detailed information, please see https://www.insurance.admin.cam.ac.uk/insurance-guidance/travel-insurance

Issued by Nicola Lawrence - Communications Manager – Finance Transformation Programme

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Training header

Quick tip

A reminder that you can schedule your Cognos reports so that after they run, they are emailed to yourself and/or colleagues. These can be set up to run daily, weekly, monthly or yearly. You can also schedule reports where you have already set up a Report View. If you prefer to watch a demo, there is a 10 minute video.

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Forthcoming course (via Teams)

How to Excel 3, Tue 2 Feb

This is advanced Excel for finance staff. SUMIF and COUNTIF formulas will be covered, as well as macros using the recorder and VBA tools. To confirm your booking, you are required to complete some pre-course work to substantiate your Excel skills and be working in a finance related role within the University as staff.
 
Issued by Christine Rogerson, Finance Training

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FAQ heading

Supplier Database - Browsers

We would like to remind users that the Supplier Database no longer works with Internet Explorer.

Issued by Paul Humphreys - Functional Analyst

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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.