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Weekly Bulletin No. 871

Monday 12th July

Finance Director

David Hughes - Key business matters

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.  Over the summer period, these messages will be reduced to monthly and the latest issue features a brief update about the University's 2021/22 budget.

The update can be accessed here

Issued by Nicola Lawrence - Finance Transformation Programme

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Year End Heading

Year-end 2020/21

Year-end 2020/21 - This week's activities

Last Date

Module

Task

Mon 12 Jul

PAY

Last date for overtime claims input

Please refer to year end instructions webpage for further information, including the detailed instructions for individual modules.

Issued by Christine Rogerson - Finance Training

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Year-end stock takes

In order to satisfy external audit requirements and ensure controls over Departmental Inventory holdings, we require Departments that hold stock to regularly undertake stock takes, and especially at the year end.

As a result of the current circumstances, we appreciate this will be a difficult task.  As Departments return to buildings, we ask that stock takes are undertaken as soon as possible over the year end, focusing on high value items held within the Inventory Balances.

Please let Central and Research Accounting (UFS_INV@admin.cam.ac.uk) know of any issues as soon as possible.

Issued by Mike Sinclair - Central and Research Accounting

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Research Excellence Framework (REF) expenditure sweeps

The Research Excellence Framework (REF) expenditure sweeps, for Impact and external review funding, have been brought up to date in the June 21 period.
Please review the sweep (which was posted on the 7th July 21) and contact Sarah Tucker along with your Finance Adviser with any required changes, so that they can be amended ahead of year end in the July 21 period.
After the July 21 period, charging and reporting on REF 21 will end.
 
Issued by Sarah Tucker - Financial Planning & Analysis
 

Recharges from the Estates Division

Following feedback from the recent school based year-end Q&A sessions,  we are aware there are some concerns around the timing of recharges from the Estates Division.  

If you are expecting to receive specific charges in time for the year-end and have yet to do so or you have a particular query regarding a recharge from the Estates Division, please contact Sam Thake – sam.thake@admin.cam.ac.uk in Property Accounting Services (Finance Division) who will be able to assist. 

Isued by Sam Thake - Accounts Coordinator

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Year end for New Users Q&A session, Wednesday 14th July

This Year end for New Users Q&A session, which needs to be booked, completes the series of presentations that cover the year end processes in more detail than the main general year end presentation. Module experts will be available to answer any queries you may have after viewing the presentations.
 
The individual videos are available to view from the year-end instruction webpage. Apart from working through the applicable module(s), it is recommended that you also view the main presentation before the Q&A session.
 
Issued by Christine Rogerson - Finance Training

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Financial User Group

Financial Users Group (FUG) - 10am Friday 16 July

Everone is welcome to drop in to Friday's FUG at 10am this Friday via Microsoft Teams.

If you can not make it the meetings are recorded and will be available on the FUG Papers page.

The Agenda, and recordings of previous meetings are available here

  • Click here to join the meeting

Hope to see you all Friday

Issued by Michelle Bond -  Head of Financial Systems

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ILLUMINA CAMBRIDGE LTD – Hosted Catalogue

We are pleased to let you know that there is now a Live Hosted catalogue for Illumina on the Marketplace, to replace the punch out until the issues related to that are resolved.

Issued by Heather Twinn - eProcurement Administrator

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UPERGY LTD T/A ALLBATTERIES UK

 Please be aware that UPERGY LTD T/A ALLBATTERIES UK will no-longer be available on the Marketplace from 9.7.21.
 
Issued by Heather Twinn - eProcurement Administrator
 

Updates to departmental dispensation approval

As part of ongoing work to streamline the dispensation process, new approval buttons are now included in approval emails sent to Heads of Department for requests below £50,000. Clicking on these buttons (Approve/Reject) both notifies the requestor of the outcome of their request and automatically updates our central database for storing dispensation requests.
 
This allows Procurement to obtain – for the first time – a complete dataset of dispensations approved at the local level. This change also allows for a quicker and easier approval flow for Heads of Department. As dispensation reporting improvements are rolled out later this year, this change will also allow for comprehensive reporting around dispensation requests.
 
Issued by Matthew Kidd – Strategic Procurement & Purchasing Programme
 

Department codes in dispensation IDs

Following the recent launch of the new dispensation form, department codes are now referenced in Dispensation IDs (i.e. DISP-21-1234-AG // DISP-YEAR-#-DEPTCODE). The code that appears in each ID is taken from the requestor’s department, as referenced in their Microsoft 365 profile. This code can, however, be overridden on a per-dispensation request basis when completing the new form. We have prepared a short guide to overriding dispensation codes, available on the Procurement website.
 
We have constructed our own dataset on departments at the University and their associated two-character codes. We have been manually improving this dataset since launch and frequently add new codes to our list. If your department or school has a complete and up-to-date list of such codes, please feel free to send this to procurement.services.enquires@admin.cam.ac.uk and we can use it to ensure our data is as accurate and up to date as possible.
 
Issued by Matthew Kidd – Strategic Procurement & Purchasing Programme

Deposit Account – Interest Payment & Emailed Enforced Movement Letters

Deposit Account
Please note Deposit Account interest has been credited for June 2021 in CUFS

Enforced Movements
As part of monthly monitoring the Treasury & Investments team have carried out deposit movements to correct debit balances on Sources of Funds. Affected departments will receive documentation indicating which accounts have been adjusted.

Emailed Enforced Movement Letters
Departments will now receive enforced movement letters via email. If these are being received by the incorrect contact or you have not received a notification you were expecting, please contact Treasury & Investments.

July 2021 Deposit Account Interest
Please ensure deposit movements for July 2021 have been processed by the close of 19th August 2021, and that overdrawn accounts have had funds taken off deposit by this time to avoid delays in crediting July’s Interest.

Queries: Any queries should be addressed to: Treasury & Investments treasury@admin.cam.ac.uk Ext 64216

Issued by Scott Maclaren - Treasury & Investments
 
 

 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.