Finance Information

Codes
Authorised Signatories
Banking
Petty Cash
Expense Claims
Casual Payroll / Sickness
Payment of Fees and Expenses
Business Travel Insurance
Insurance of Equipment
Insurance Claims
Cost Centre Reports
Contacts

Codes

Any requisition, catering or stationery order, expenses claim, request for printer cartridges from the Computing Service Helpdesk etc. requires a cost centre code against which the expense can be charged. The general Academic Section code is AA0060 followed by a subcode (a list is available from Louise Spanner, e-mail: lspanner). Some offices have other codes, eg Student Support and Careers.

Forms must be signed by the authorised signatories for the codes (see Authorised Signatories below). However, some things either do not require a signature or can be signed for by the person ordering.  This includes catering orders, expenses at the University's catering outlets for visitors, services at Wivenhoe House or requests for computer consumables from the Computing Service Helpdesk. Stationery is ordered by Jenni Bowen for the Section, although some offices also have their own supplies.

Louise keeps the files for the AA0060 cost centre and it is important that she receives a copy of all paperwork, including the Financial Transfer that comes from Catering after the event with the prices on. (This can be paired up with the Section's request slip).

Authorised Signatories

Each cost centre code has two or three authorised signatories. For the Academic Section code AA0060, Wayne is the usual signatory for payment requests (e.g. for payment of invoices), expenses claims, rail ticket requisitions etc. Wendy Clifton-Sprigg or Richard Stock are also authorised signatories should Wayne not be available. Please note that Louise needs a copy of all paperwork.

Banking

Any cheques or cash to be paid into the University bank account should be taken down to the Cashiers Office in Square 2, with a note of the cost centre code and sub-code to be credited. A receipt will be issued by the Cashiers Office and this should be given to Louise. Important: this is the only copy - Finance do not keep copies.

Petty Cash

Louise keeps a petty cash float for the Section. Careers and Student Support also have their own floats. Small items of expenditure (under £10) can be claimed against a receipt or voucher. However, for tax reasons, this does not include any 'staff expenses' (even one taxi!). A claim form must be completed for these (see Expense Claims below). Payment will be credited directly to the bank account of members of staff using the BACS automated clearing system.

When taking visitors to a University catering outlet for a coffee/lunch it is possible to ask the staff on the till to charge the expenses directly to a cost centre code (make sure you know the code before you go). Also – remember to ask for a receipt and pass it to Louise.  Louise also has a small supply of postage stamps.

Expense claims

There is a range of forms to use for different kinds of expense claims (and requisitions). These are available from the Finance Section although there are several sources around the Section (eg Louise's office).

For the AA0060 code, make a photocopy for Louise's files if the form is not a multiple copy NCR form. Otherwise, make a copy for your own files/whoever keeps the cost centre files in your office. Attach receipts/invoices to the copy that goes to Finance, and photocopy them to attach to the file copy. Send to Wayne to sign. Requisitions can then be picked up from Louise and taken/sent to the appropriate office. Louise will forward expense claim forms and other paperwork to Finance.

Expense claims received by the Payments Office by close of business on a Tuesday will result in the sum being credited (cleared funds) to an individual's bank account on the following Monday (Bank Holidays excepted).

Although the cost of effecting payments to members of staff is minimised by using the BACS system, Finance request that claims for small sums are accumulated, to reduce overheads, rather than submitting many small expenses claims for very small amounts.

Casual Payroll / Sickness

Louise does the casual payroll returns for monthly paid staff to Finance and does the sickness returns to Finance and any days off for illness should be reported to her direct (e-mail; lspanner).

Payment of Fees and Expenses

As a general rule, visitors (eg. externals on Departmental Reviews, external examiners etc.) whose attendance at the University results in the payment of a fee, will be deemed to be employed by the University. In these cases, both the fees and expenses may be subject to PAYE and National Insurance Contributions (NIC). This could include PAYE and NIC deductions being made on rail and air fares.

National Insurance is only payable for earnings over a certain amount so that if the work can be deemed to have been spread out over a period of time it is possible to avoid NI payments.

In cases where it is decided to pay expenses, but no fee, then the lecturer will not be regarded as being employed by the University, and no deductions will be made.

Income Tax and National Insurance Expenses and Benefits Procedures Manual

A copy of this manual is held by every Head of Department and Section. In addition, copies are held by the Departmental Secretariat. It provides detailed guidance covering payments to staff, and visiting lecturers/examiners in respect of reimbursement of expenses and fee payments. Guidance on the Self Assessment of income tax is contained in the Manual.

Business Travel Insurance

The University can arrange insurance for travel on University business. You must inform the Finance Section (Insurance Administrator) of any travel arrangements at the time of booking and/or when air tickets are purchased in order to ensure that insurance cover is in place.

Personal Accident Insurance
When hiring a car for a member of staff, personal accident insurance is automatically provided when on University business. This will be in addition to the compulsory insurance cover, provided by the car hire company.

For further information please see the Finance webpage on Travel Insurance.

Insurance of Equipment

Insurance cover for items of University owned equipment taken off-campus with a value of £60k and over can be arranged, provided the Insurance Administrator in the Finance Section is notified prior to their removal. A description of the equipment, value and the address to which the equipment is being taken, will be required. Irrespective of the value of the equipment, staff should be reminded to take all reasonable precautions to prevent loss, damage or destruction of University property.

If the equipment is removed for purposes other than University business, the borrower is required to effect insurance for the equipment, both during transit and for the period of loan, and to name the University as beneficiary under the policy.

University owned laptops have automatic cover for UK and worldwide use. For personal laptops,  insurance can be arranged if on University business when it involves an overnight stop, a flight within the UK or a journey outside the UK.

Insurance Claims - not travel

The prompt notification of claims is a condition of the University insurance policy. It is, therefore, essential that the Insurance Accountant is advised immediately of any incident that may give rise to a claim being made.

Cost Centre Reports

If you are asked to do book-keeping for a cost centre account, and interpret / check the monthly printouts from Finance for a cost centre… get some help! Sit down with somebody who does it already and go through it with them step by step, or contact the Finance Section and arrange to see someone.

Contacts and further information

Contact information for Finance Section staff

Further information for staff

Other information for departmental users

sharing good practice
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