2021 Key notes

Use of Shared Services

To assist this section prioritise work for the year end, departments using Shared Services are asked to:

• submit 2020/21 items for processing five working days prior to the closure of AP (by close of business on 9 August)
• separate items to be processed in 2020/21 from those relating to 2021/22

However, as the deadline for other departments to raise internal AR invoices to you is 11 August, please continue to send any invoices received as you get them to Shared Services for processing within 2020/21, even if this is after the 9 August deadline. 2020/21 invoices will be prioritised if you alert Shared Services to them.

It would be preferable to hold back items for 2021/22 until after the current year-end deadline. If you do send them in over this time, please clearly mark them as relating to 2021/22, and be aware that they may not be processed until after the 2020/21 work is complete.

Cambridge University Endowment Fund (CUEF) Postings

Due to the changes of terms of the CUEF, there will be a change to the postings of the July distribution and the June/July revaluation.

• July CUEF Distribution

The accrual for July CUEF distribution will be processed into Department accounts on the 20 August.  This will allow departments to review deficits within their accounts before the closure of General Ledger.

The correction of the accrual for the July distribution will be processed through Adjustment Period 1 after the General Ledger has closed to Departments.  This will have no effect on Departments July period balances.

• June/July CUEF Revaluation

The June/July revaluation will be posted into Departments accounts on the 8 September after General Ledger has closed for Departments.  This will be posted into the July period and will show on your final summary report.

Special Roll Forward requests

Standard roll forward balances will be created as at close of business on 6 September, but the deadline for specific requests is midday, 9 September. The objective is to allow time for specific requests to be submitted to Finance Managers for review.

Expenses - Concur

For Departments using Concur for their expense claims and Barclaycard coding, we recommend running reports on Concur before the year end to identify:

• Out of pocket expense claims started but not submitted/authorised; and
• Barclaycard charges relating to 2020/21 which haven’t been coded

For out of pocket claims review, run the Expense accrual report [1], display in Excel and then filter on expense type.

For credit card review run: Barclaycard transactions not yet claimed [2] which shows credit card transactions have not been claimed. Run this with the parameters as follows:

• From: Earliest date
• To: Last day of the month of the statement you’d expect claims to have been submitted for (In this case 31 July 2021).

Details of how to look for these can be found on the expenses site [3] (must be logged in to Raven).

Please ensure all claims relating to 2020/21 are fully authorised at least two days (preferably more) before the AP closure date (16 August), and if possible don’t mix 2020/21 out of pocket expenses with items relating to August 2021 on the same claim.