Finance Division

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Policy & Procedures

Policy & Procedures overview New legal structures Imports and Exports

Financial Regulations

Financial Regulations overview Schedule 1 - Competition Procedures Schedule 2 - Definition, Advice and Guidance A. Preliminary B. Heads of Department C. Contract Execution and Commencement D. Income and Expenditure E. Investment and Borrowing F. Purchasing G. Bribery and Fraud H. Corporate Requirements I. Commercial Activity J. Staffing K. Property L. Authority M. Explanatory Note Version History

Financial Policies

Financial Policies overview Credit Card Policy Foreign Exchange (FX) Management for Research Policy

PCI DSS Policy

PCI DSS Policy overview PCI DSS Appendices

Employee Expenses Policy

Employee Expenses Policy overview Policy Annex - travel Annex - accommodation and subsistence Annex - other expenses Related documents and support Version history

Expenses Policy for Non Employees

Expenses Policy for Non Employees overview Annex - how to apply the policy

Financial Procedures

Financial Procedures overview Chapter 5a - Employment Status (currently being updated) Chapter 5b - Employee expenses Chapter 5c - Non-employee expenses Chapter 6c - PCI DSS Chapter 15 - Inventory Chapter 17 - Expenditure on buildings

Chapter 2 - Budgetary Planning & Control

Chapter 2 - Budgetary Planning & Control overview Monitoring and controlling expenditure against income

Budgetary Control

Budgetary Control overview Why do we set budgets?

Budgetary planning

Budgetary planning overview What budgets do we set in the University? How and when does the University set its budget? What activities do not have budgets in UFS? How to budget for Trust Funds Budgeting for overhead recovery income What transaction codes are used for budgets in UFS What is the difference between budgeting and forecasting?

Monitoring and Controlling Budgets

Monitoring and Controlling Budgets overview What is a variance? Types of variances Budget virements

Chapter 3 - Chart of Accounts

Chapter 3 - Chart of Accounts overview Section 5: (AppA) Basic pay and overtime codes

Section 1: Recommended reading for all users

Section 1: Recommended reading for all users overview Introduction Department segment Cost Centre segment Source of funds segment Transaction segment Spare segment

Section 2: Source of Funds codes

Section 2: Source of Funds codes overview 'A’ Sources of Funds: The Chest ‘B’ Sources of Funds: Costs reimbursed from external sources ‘E’ Sources of Funds: General reserves ‘F’ Sources of Funds: Specific reserves ‘G’ Sources of Funds: self-supporting activities ‘H’ Sources of Funds: Specific donations ‘I’ Sources of Funds: Specific endowments ‘J’ Sources of Funds: Specific grants ‘K’ Sources of Funds: Trust funds ‘L’ Sources of Funds: Trust fund appropriations ‘M’ Sources of Funds: Research grants and contracts ‘P’ Sources of Funds: Capital projects ‘Z’ Sources of Funds: Depreciation

Section 3 : Transaction codes

Section 3 : Transaction codes overview Format Non pay costs Income transactions

Section 4: The role of the chart of accounts in reporting

Section 4: The role of the chart of accounts in reporting overview Production of financial statements & management information University Level Reporting

Chapter 6a - Non-pay expenditure

Chapter 6a - Non-pay expenditure overview Supplier Database Processing suppliers' invoices Payments Foreign currency transactions Petty Cash Using the card Cardholder administration Departmental Head/Administrator monthly checklist

Chapter 8a - External trading and credit control

Chapter 8a - External trading and credit control overview Considerations Before External Sales are Made Bad-debt provision

Pre-sales procedures

Pre-sales procedures overview Determining the customer status (internal/external trading/VAT status) Credit worthiness of external customers Credit risks associated with external customers Credit risks of activities Contracts

Making Sales

Making Sales overview Raising sales invoices Corrections to invoices

Debt Management

Debt Management overview Collection methods Reasons for non-payment Use of a third-party agency for debt recovery Writing off bad debts

Chapter 8b - Internal Trading

Chapter 8b - Internal Trading overview Buying goods/services from other Departments Selling goods or services from other Departments

Chapter 9 - VAT and Other Taxes

Chapter 9 - VAT and Other Taxes overview When is VAT charged How VAT works in the University Sales/Income in the UK Sales to customers outside the UK Sales to members of the EC Common Errors in the treatment of VAT on income Purchasing services from outside the UK A Brief Guide to Corporation Tax

Typical Purchases in the UK

Typical Purchases in the UK overview Medically Exempt Purchases

Duty Relief

Duty Relief overview Duty Rates Importing Donated Medical Equipment VAT & Duty Free - HMRC Notice 341 Importing Miscellaneous Documents and Other Related Articles Importing Museum & Gallery Exhibits free of Duty & VAT Importing Animals for Scientific Research Free of Duty Importing Biological and Chemical Substances for Research...

Chapter 10 - Month-end guidance

Chapter 10 - Month-end guidance overview Month-end checklists Month-end module closes Detailed instructions Glossary

Chapter 11 - Year End Instructions

Chapter 11 - Year End Instructions overview The year-end process Module close dates and key notes Checklists 2025-26 Year End YE Presentations FAQs

Detailed instructions

Detailed instructions overview Payroll and University Payment System (PAY) Purchasing (PO) Accounts Receivable (AR) Accounts Payable (AP) Inventory (INV) Research Grants (GMS) Fixed Assets (FA) General Ledger (GL) Certification by Head of Institution Appendices

Chapter 12 - Investments

Chapter 12 - Investments overview Investment in the Deposit Account Investment in the Cambridge University Endowment Fund (CUEF)

Chapter 13 - Trust funds

Chapter 13 - Trust funds overview Trust Fund Set Up Trust Fund Income Trust Fund Expenditure Management of Trust Funds

Chapter 14 - Accounting for donations and grants

Chapter 14 - Accounting for donations and grants overview Scope of donations Principles and practices on the acceptance of donations Gift Aid Types of donation for accounting purposes Procedures for receiving and processing donations in departments Procedures for receiving donations via CUDAR Spending against donation accounts Ongoing management of donation accounts

Chapter 16 - Fixed Assets

Chapter 16 - Fixed Assets overview Introduction to Fixed Assets Equipment Land and Buildings Recommended monthly procedures Updating the Fixed Assets module

Chapter 18 - Insurance

Chapter 18 - Insurance overview The University Insurance Programme

Chapter 19 - Research Grants

Chapter 19 - Research Grants overview Research Funding The Application Process UFS Grants Module Reflection of Grants in the General Ledger Managing Your Grant Invoicing and income Additional Support and Help Appendix A: Establishing the VAT rate of Research Grants

Chapter 20 - Governance & Compliance

Chapter 20 - Governance & Compliance overview Departmental responsibilities Retention of financial documents Internal control procedures & conflict of interest Internal and external audit Reporting suspected fraud and whistle-blowing Appendix A: Head of Institution financial responsibilities Appendix B – Template Delegated Authority form Appendix C :Target audience for compliance courses Governance & Compliance FAQs

Financial Regulations

Financial Regulations overview Heads of Institution responsibilities Delegation of Duties

Relevant legislation and training

Relevant legislation and training overview Bribery Act 2010 Criminal Finances Act 2017 Payment Card Industry Data Security Standard Money Laundering Regulations Modern Slavery Act

Sanctions

Sanctions overview Trade sanctions - Russia, Crimea and Belarus

Terms and Conditions

Terms and Conditions overview Online Business and Consumer Goods Terms and Conditions

About

About overview How To Find Us Supplier invoices sent to the University of Cambridge Complaints Procedure Annual Accounts Finance Transformation Programme Intranet (Finance Division staff only)