On this page:
- Foreign currency exchange rates
- Use of exchange rates
- International payment orders
- Foreign currency cash advances
Foreign currency exchange rates
For all enabled currencies within UFS (excluding US Dollar & Euro/Euro defined), the Treasury team will load a monthly corporate exchange rate onto UFS.
For US Dollar and Euro, the Treasury team will load a daily corporate exchange rate onto UFS.
Use of exchange rates
Department users are only able to use the corporate exchange rates (i.e., are unable to enter User exchange rates). CUFS will usually default to this as the rate type. If prompted to complete this field when entering a foreign currency transaction, Corporate must be selected.
Contact the UFS Helpdesk ext. 65999 if a message appears stating either of the following:
International payment orders (IPOs)
International Payment Orders (IPO) are an electronic method used by the University to transfer funds to companies or staff with non-UK bank accounts. They can also be used as a method for paying foreign currency to a UK account.
We do not use an IPO for GBP transfers to banks in the UK.
We only pay our own bank fees and not the payee’s fees. Should you wish to deviate from this please use the ‘Non Standard Process’ IPO cover sheet, see below.
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The current bank charge rates are available on the Finance Division homepage. |
To request an IPO payment
The invoice/transaction must be entered on UFS with pay method check, paygroup Transfer (F). Finance then arranges the payment. Departments must ensure that the supplier is active on UFS before requesting payment.
| Transactions relating to IPOs … | Entered into AP in UFS by …. |
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for Euro, USD and Sterling |
Shared Services or by the department (if not using Shared Services) |
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all other currencies |
Shared services only |
If the transaction has been entered by the department into UFS they should email their request to the IPO team along with any accompanying information.
The Standard terms for IPOs are to make full payment in the invoice currency for goods/services already received and to only pay our own bank charges.
If your IPO request should fall outside of these parameters, e.g. advance payment, pay all bank charges, different currency/amount due, complete appropriate Non Standard Process’ IPO cover sheet: PDF version or Word version.
IPO information to be completed on/with all IPO requests
Please email the following information, in PDF format, in order for us to generate an International Payment.
- A clear copy of the invoice signed by Head of Institution (HoI) or authorised delegate
- IPO Header Sheet (if outside of standard terms mentioned above)
- Ensure that the invoice includes full payment instructions provided by the beneficiary either on the invoice or by using the optional template
NB: this form should not be used for payments made through payroll. Please contact the payroll team if you wish to make payments via an IPO.
- Details of the full currency amount or GBP Sterling equivalent to be sent.
All advance payments must be pre-approved by either the Institution Head (or their designated nominee) for amounts up to £10k (or equivalent) or Procurement Services where the advance is over £10k (or the equivalent).
Action post-receipt by the Finance Division
The Cashiers raise an electronic International Payment via the University’s bank.
If not sterling, USD or Euro transactions, invoices are entered into UFS centrally with the appropriate exchange conversion.
The University’s associated bank charges are journaled to the department’s accounts on a periodic basis by The Finance Division. The charges are allocated to the same account/grant as the invoice (including the same transaction code or expenditure type).
Payment details on UFS
The Finance Division will raise a manual payment number against each invoice on UFS to reflect the payment date.
The payment is reconciled to the bank statement centrally.
Foreign currency cash advances
Where a University employee is required to incur expenditure on University business, a cash advance may be made to assist in covering this expenditure. Standard forms (which must be used), are available for this purpose.
A request for a cash advance must be completed and authorised by the Head of Institution. The form should then be submitted to the Cashier, who will then order the foreign currency from Barclays Bank.
Barclays Bank are authorised to issue foreign currency to employees. Employees are required to provide two forms of identification one of which must be their passport. A copy of the authorisation is sent to the employee’s department as confirmation that the arrangements are in place.
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Foreign Currency Advances Form For further information, see Chapter 5b: Employee Expenses |