Staff must not represent themselves as an agent of the University when undertaking personal consultancy work. University-headed document templates, the logo and the University’s Financial system (UFS) must not be used for charging customers for non-University commercial activities. The University’s bank account must not be used to recover payments relating to such activities.
Non-University commercial activities should not be carried out on University premises and facilities.2
Exceptions
There are two exceptions:
- where the activity is incidental in scale; or
- the activity has been authorised by written permission of the Head of Institution and a commercial agreement is put in place for the reimbursement of costs incurred
In all cases the Director of Finance must be consulted. The Director of Estates must be consulted in respect of granting leases or licences for the use of University facilities. Credit should not be given in these circumstances.
Cambridge Enterprise Limited
Cambridge Enterprise can assist staff members who carry out non-University commercial activity, in particular the exploitation of intellectual property through licensing agreements and the establishment of spin-out companies. It provides a means of patenting intellectual property, negotiating agreements, invoicing customers, and determining correct VAT treatment. An administration fee is charged for the service, or revenue is shared in accordance with the Intellectual Property Ordinance where applicable. For further information and contact details, refer to the Cambridge Enterprise webpage.
Cambridge University Technical Services Limited (CUTS)
CUTS is a subsidiary of Cambridge Enterprise Limited which can assist staff members who wish to undertake consultancy work. It provides a means of invoicing customers and determining correct VAT treatment, as well as bringing the consultancy work within the cover provided by the University’s insurance policies. An administration fee is charged for the service. For further information and contact details, refer to the Cambridge Enterprise webpage: Meet our Consultancy Services team – Cambridge Enterprise
2Financial Regulations 2012, Commercial Activity, section 28.1
Latest version 16 April 2024