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Weekly Bulletin No. 852

Tuesday 2nd March


Finance Director

Update from the Director of Finance 

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 on a successful application recently made to the Planning and Resource Committee and developments with the CUFS Upgrade.  
The update can be accessed here.
Issued by Nicola Lawrence - Communications Manager – Finance Transformation Programme

Frequently asked questions

The Brexit Transition website now includes a selection of frequently asked questions across a range of import topics which we will continue to update as needed.  Additional guidance has also been provided on Custom Procedure Codes (CPCs) that need to be provided to agents and are used both on import and export declarations.

A quick guide to standard imports

Following feedback from the Finance User Group we have produced a two-page aide memoir for the standard import process. This provides an overview of the steps and information required pre-import and links to where you can find more detail. Please see 


Imports from Marketplace suppliers

We are aware of several issues arising when goods are shipped from abroad by Marketplace suppliers. This includes instances where UK suppliers sometimes source and ship items directly from overseas to the University and departments are unaware that they are involved with an import until the items are held at the border and/or the payment of import VAT or duties requested (note this could also occur with non-catalog orders too).

Procurement is reviewing with Advance mechanisms to help alleviate some of the problems. However, in the short term they advise the following. 

Please continue to raise your Marketplace (or non-catalog) order as normal. However, once the order has been approved on CUFS please contact the supplier directly in all instances where you know there is to be an import,  the items qualify as controlled goods or would be medically exempt for VAT purposes.

  • Check to see if the goods will be imported. 
  • Establish who will be responsible for making the import declaration and how the goods will be shipped. 
  • Where their carrier/agents are to make the import declaration you will likely be asked to sign a "Direct Representative" form.  Alternatively, you can appoint your own import agent and provide these details.
  • You will then need to provide the following information to the carrier, and/or to the supplier to pass on :
  • The University's EORI number GB823847609000
  • If the goods qualify to be Medically Exempt from VAT - a manually completed ME Certificate 
  • If the goods can be relieved from duty or VAT for any other reasons the relevant supporting certificates
  • If the goods are controlled the necessary licences or certificates for import. 
  • Instructions that the University will be using Postponed VAT Accounting and will NOT be using a duty deferment account.

Guidance on this can be found here 

Manual medical exemption forms can be accessed from


Direct Representation forms from intermediaries

Any intermediaries that are to act on our behalf to make import declarations require written instructions from ourselves confirming their status. These intermediaries can include Customs agents, freight forwarders and fast parcel operators such as FedEx, DHL and UPS.

Typically, you will be asked to sign a Direct Representation from the intermediary. Direct representation means that the University remains wholly and severably liable for all declarations that are made on our behalf, and any duty or import VAT due. This is standard practice and reinforces the fact that the University must provide full and accurate information to the intermediary to enable them to submit accurate declarations to HMRC on our behalf.

These forms may be signed within the department by the Head of Institution, or their delegated authorities, in line with the limits specified within the Financial Regulations for the signing of contracts. 

Where the form asks for a University stamp - a standard departmental stamp may be used. In the unlikely event that a supplier rejects the authority/validity of this then the form will have to be forwarded for University sealing. Please contact Procurement Services for more advice on this or if you encounter any other problems with agents.

Please contact Procurement at for more advice on this or if you encounter any other problems with agents


HMRC webinar - our responsibilities when using an intermediary 

If you wish to know more this free webinar explains our responsibilities as a 'trader' when we choose to use an intermediary to complete import or export declarations on our behalf. There are two dates scheduled:

  • Thu 4 Mar 11:45- 12:45
  • Fri 12 Mar 11:45 -12:45

To register please go to

Issued by Karen Sheldon - Finance Training


Financial Procedure Manual: change of communication service

We are in the process of switching from the DADA to Dotdigital subscriber service in line with the University Office of External Affairs and Communications. As a result, the link to subscribe to the FPM updates list has been updated. If you’ve already subscribed, you don’t need to do anything. A communication using Dotdigital will be sent shortly. We hope the change makes our communications more visually appealing.

Issued by Christine Rogerson - Finance Training
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



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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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.