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FAQs are below. Click on one you're interested in to expand the answer.

 

Q. What codes should be used for departmental accruals?

Departments can either use CC/SoF = “0000”, or they can use the relevant cost centre, then use SoF “0000”

Q. At what level of certainty should income be accrued for?

The level of certainty has to be very high otherwise do not accrue. Be aware that the auditors usually run spot checks on income received in August and September against Year End income accruals.

Q. What do we do if the HoD is away when the year end certificate needs signing?

Ask the HoD to put delegation in writing before leaving, and this written delegation of authority should be attached to the certificate (signed by individual assigned to task)

Q. In respect of the Apprenticeship levy, what happens to the 0.5%?

The 0.5% goes into a reserve to be used at a point in the future for the cost of any apprentices

Q. When will the ICC be run?

1st August and 4th September

Q. Will tool & transfers requests be accepted centrally until 5pm on Friday 18th August?

Please try to get requests in by midday on 18 August

Q. Is there a list of sponsors not accepting apprentice levy costs?

Stephen Kent Taylor has a list he can provide on request

Q. Late internal AR invoices will miss the AP posting deadline for shared services, how can we get these into July?

Identify these in your batches going to shared services around this time and mark as urgent.  SCM shared services and GH shared services will be asked to accept internal trading invoices beyond the AP deadline dates.

Q. Can Central Finance issue reminders to departments not to leave internal sales invoices to the last day?

We will issue a reminder in the bulletin and will also speak individually to the departments named as raising late sales invoices in prior years.

Q. Is it acceptable to leave August Barclaycard transactions on the August bill accounted for in July?

It is acceptable to leave all charges on the August dated Barclaycard bill posted in July.  This is in accordance with our procedures.  However departments are welcome to defer August purchases into August as long as these are calculated accurately and evidence is retained for audit purposes.

Q. Can we emphasise that signed YE certificates are returned to School Finance Managers and not to Central Finance?

Please ensure signed YE certificates are returned to School Finance Managers.  We will try to make this as clear as possible on the certificate.

Q. Why is clearing open POs necessary?

To remove commitment of funds and to identify any issues with the PO process

Q. Why are there so many open POs, some going back years?

Some of these may be call-of orders, or have a valid reason to be open. You need to consider the date, items bought, type of order, supplier etc before taking action

Q. Some POs are part of a contract which rolls over. Is this a problem?

No - it is the date of the receipt which is important for year end purposes

Q. Where do you find the Invoice Register?

Oracle (UFS) for all AP and AR reports

Q. When do the supplier statements get emailed?

They were issued on 13 July

Q. Who gets the AP holds and unaccounted transaction reports?

The report is sent out weekly to the key contact. If there is a more appropriate contact, the Helpdesk needs to be informed

Q. Does the University encourage departments not to accrue/prepay for under £10,000?

No. It is entirely up to the department as to what is material for them and their accounts. Best practice would be to reflect accruals and prepayments but for audit purposes, it is mandatory to do so for amounts of £10,000 or more

Q. Is the £10,000 mandatory amount for individual transactions or totalled?

It is for individual transactions. Please note that for all accruals, prepayments, income received in advance, if the total amount is £200,000 or more, all relevant paperwork should be sent to Central and Research Accounting.

Q. In respect of Fixed Assets, what constitutes an untracked invoice?

Central and Research Accounting will check for any items of £5,000 or more, and based purely on this, ask departments to verify whether it is an asset or not

Q. Can I cancel a PO if some lines are already receipted?

You can cancel the lines that aren't receipted

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