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This page details guidance for mitigating and tracking costs relating to the onset of Covid-19. As national restrictions have now eased, please refer to the information immediately below. If there are any further developments we will update this page again.

ALBE* accounts have been frozen from the end of September 2021 accounting period.  This reflects the University’s view that the threat of emergency Covid-19 restrictions has passed and any new expenditure incurred to adapt to emerging ways of working is likely to be viewed as new normal running costs.  Please contact your School Finance Manager if you become aware of any new expenditure which may still be eligible.  While ALBE accounts are frozen, amounts charged there will remain in place until the University is in position to assess the overall financial impact of the pandemic. Specific requests for funding for material Covid-19 initiatives (eg. testing facilities) may still be brought forward for approval by the Planning and Resources Committee (PRC)

The Coronavirus Job Retention Scheme (CJRS) has now ended.  Please contact Graham Gustard if you have any remaining questions or outstanding issues.

It is anticipated that the emergency protocol for expenses introduced due to the pandemic will continue to run until 1 January 2022, when new hybrid working patterns begin.

While some protocols remain in effect, and much of the explanatory detail relating to ALBE and CJRS matters is relevant, please ignore aspects of this guidance which are no longer applicable as restrictions have now eased.

*ALBE is the 'source of funds' component of an account code

(updated 5 November, 2021)

The below guidance was issued in April 2020 and applied throughout the time that Covid-19 restrictions were in place
 
Departments and Institutions are required to mitigate the University’s exposure as far as possible, through continued efforts to recover related income from research and other funders, as well as appropriate cost control.  ‘Residual’ costs should be recharged to ALBE accounts for tracking purposes, only when it is clear that they cannot be mitigated.  Transferring costs to ALBE does not guarantee that they will be covered by the Central University; it is likely that the University will only be able to contribute to a portion of all costs charged to ALBE in due course.  School and Non School Finance Managers will continue to monitor ALBE accounts, to ensure consistency of approach as far as possible.
 
The guidance provides further detail regarding treatment for different categories of cost, including specific cases where the University has already agreed to cover the Residual cost.  One clarification is that lost trading income should not be transferred to ALBE; instead the cost of trading activities should be allowed to accumulate against existing local trading accounts.  This may result in some trading accounts going into deficit, perhaps for some time.  The University will not allow institutions to fail as a consequence of the financial impact of the pandemic and is prepared to allow activities to continue to operate under these conditions. 
 
Furloughed staff costs are viewed as a subset of broader cost categories covered in the guidance; the appropriate treatment will depend on the nature of the funding for each underlying post (further guidance is provided near the end of the document).  Amounts received by the University as a consequence of successful Coronavirus Job Retention Scheme (CJRS) claims will be remitted to the local account where furloughed staff costs are incurred, except for Chest-funded posts as these staff costs have continued to be funded in full through normal Chest allocations.  CJRS reimbursements will form part of local mitigation before determining any Residual amount, where appropriate.
 

Detailed guidance:

 

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