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Weekly Bulletin No. 848

Tuesday 2nd February

Every fortnight, Director of Finance David Hughes updates the Finance Division on key business matters. Where relevant, we will also share this news via the CUFS Bulletin to keep our wider Finance community informed.  David's latest message features a brief update regarding applications to the Planning and Resource Committe to further our Finance Transformation Programme, and how we have been tackling cyber fraud, his latest message is available here

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Marketplace heading

Marketplace Unavailable – Thursday 4th February 2021

Please be advised of an upcoming period of maintenance scheduled to take place on the Marketplace from 6:30pm to 9:30 pm Thursday 4th February 2021

We apologise for any inconvenience this may cause.

Issued by Heather Twinn - e-Procurement Administrator

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Tax Heading

BD Biosciences - BD Syringes & Needles

BD is undertaking an advisory Field Action for specific models of BD Syringes & Needles (REFs: 309628, 303172, 305211, 302809 and 304000 only).

Please note that this Field Safety Notice (FSN) is an amendment to the Instructions for Use (IFU) only. Devices can continue to be used as per the IFU and FSN, product does NOT need to be returned or destroyed.

Our records indicate that you may have received this product, therefore please read the attached Field Safety Notice carefully and take the actions as requested within the Notice and return the completed Customer Response Form found on page 3, to BDUKFieldAction@bd.com

If your organisation is no longer in possession of, or uses BD Syringes & Needles, we kindly request that you still return the Customer Response Form for reconciliation purposes as required by the MHRA (see attached MHRA flyer).

If you have any questions, please do not hesitate to contact the supplier via BDUKFieldAction@bd.com

or email Procurement.servies.enquiries@admin.cam.ac.uk

Issued by Helen Stuckey - Category Manager

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Brexit heading

Brexit Transition guidance

The Tax Team are continuing to answer and assist with your specific queries via vatqueries@admin.cam.ac.uk but in the meantime we would just like to remind users of the following.

 

Issued by Angela Fearnside - Tax Team
 

General Finance heading

Accounts Payable – Extended end dates of Tax Clearance Numbers (TCN)

To improve efficiency and reduce the workload for departments, with effect from 8 February the following change will be made regarding instances where the Tax Section have approved a TCN extension in advance of the original expiry date.  The departments email the Tax Section and explain the reason why there is a need to extend the original end date.

It is recommended that sufficient time is allowed to arrange for the extension before the original approval date expires.  As previously demonstrated at the FUG on 9 December 2020 the AP DataMart highlights all suppliers used by the department with an expiry date 3 months in advance.

When a department requests an extension TCN from the Tax team in advance of an existing one reaching its end date:

  1. When the Tax team approve an extension to an existing Individual who has an active TCN  number they will add ‘TCN ADVANCE REQUEST’ in the Subject line of their acceptance email to the department, which they copy us in to the AP supplier team.

  2. Daily, the Accounts Payable Supplier Team will amend the approved TCN end date in CUFS directly as per the email from the Tax Section.

  3. The Accounts Payable Supplier Team will append the email approval to the original record on the Supplier Search and Request Database and ‘reply all’ to the email in (a) to confirm action.

  4. There will be no requirement for Departments to provide an amendment request via the Supplier Search and Request Database as the action will be complete in this case.

If the end date is passed and the Supplier becomes inactive the following will still apply:

When a department request an extension TCN from the Tax Section after an existing approved date has already been automatically deactivated on the Supplier Record:

  1. The department must request a reactivation via the Supplier Search and Request Database as normal, they should attach an invoice and the extension email from the tax team as they do now.

  2. We will only be able to reactivate suppliers with a request through the Supplier Search and Request Database.

Issued by Andrew Weatherley - Accounts Payable,  Receivable and Cash Management

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Training header

Quick tip: iProcument “ship to” locations not on CUFS selection list for your department

It is essential that you use the correct “ship to” location when raising a PO. It must be listed on the department’s selection (dropdown) list. This situation can arise in the case of new buildings or addresses not usually used by your department. If you don’t have a correct “ship to” location attached to your department code, please advise your Key Contact who can request one to be set up for your department. Once requested, this is a quick process on the system side. NB Using a “ship to” location that is not on your department selection list causes many subsequent issues, eg. unable to receipt.

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.