Cambridge University Endowment Fund (CUEF) sales/purchases 

There are no purchases / sales of CUEF units at 31 July. The last day for dealing for 2022/23 is 19 June. Contact Treasury if there are any queries.

Process and reconcile petty cash

• The department’s petty cash needs to be closed as at 31 July. The GL journal (and Grants journal if necessary) must have a July 2023 date.

• Petty cash expenditure for August 2023 must be journaled into August 2023.

• The department’s petty cash control account balance should reflect the amount of cash held as at 31 July.

NB. It may be that your first visit to the University Cashier after the year end includes two petty cash forms, one for each year. This is expected and acceptable.

Credit card expenditure

Monthly Barclaycard statements will be available to departments from 1 August. Cardholders in Departments using Concur will see transactions in their account as they are incurred through the month.

See Barclaycard instructions in the Accounts Payable [2] section, and ensure any remaining transactions are cleared via GL journals before the module close on 30 August. Ensure expenditure date is 31 July 2023.

Balances not cleared before the GL close will roll forward to AZZY as part of the normal year end process.

Budget Freeze

Chest allocation is processed through Departments accounts as actual income. 

Departments are able to move Chest Allocation by using a budget journal and liaising with your School Finance Advisor.

Central and Research Accounting will update the actual income in CUFS on the following days:

Chest Allocation Holdback Mechanism

The Chest framework agreed by Planning Resource Committee in March 2022 distributed an initial allocation to institutions for 2022-23 (typically 90% or 95%) as part of the budget upload in August 2022, whilst underwriting the 100% allocation centrally. The framework stated that if the need is demonstrated, Schools, Institutions and Administered Funds are entitled to their 100% underwritten allocation. Therefore, at July 2023 year end there will be an exercise to assess if there is need for a further distribution up to each institution’s 100% underwritten allocation, via a new SoF specifically for the holdback (ABHB).

The timeline to assess whether there is need for a further distribution up to each institution’s 100% underwritten allocation is:

1.         General Ledger will close to Departments on Wednesday 30 August 2023

2.         On Thursday 31 August 2023, Financial Performance and Planning (FPP) will confirm the value of the holdback to be distributed to School Finance Managers and Advisors.

Between Thursday 31 August and Monday 4 September

3.         Financial Performance and Planning (FPP) will process the holdback budget journals to the source of fund ABHB in Schools and Institutions.

4.         The School Finance Managers and Advisors will process local budget journals to move budget allocations to/from ABHB.

5.         Central and Research Accounting will do matching actual income journals to match both 3 and 4 above in the July 23 period.

The Source of Funds that are included in the process, for the vast majority of institutions within the University, are:

 Monies on deposit

18 August is the last date for placing eligible funds on deposit as at 31 July.

• Departments are reminded that monies should be taken off deposit to reduce account deficits.
• Deposit Account and CUEF interest will be posted on 21 August.
• Details on eligible SoF, how to place money on or take money off deposit are available in the Investments manual [3] (Chapter 12, Financial Procedures Manual).

Accruals

​​​​​These are amounts owed by the department for goods and services that they have received prior to 31 July. Therefore, their costs need to be included in the 2022/23 financial year. This is done by the process of accruals.

Expenditure accruals occur where:

Goods/services have been received on or before 31 July but no invoice has been received and therefore not processed on UFS; or Goods/services have been received on or before 31 July and the invoice has been received after AP module has closed and therefore the invoice will be processed in AP in 2023/24 financial year.

In case of queries please contact the General Ledger Helpdesk [4].

Instructions

Guidance on creating journals for accruals is detailed in Appendix A [5]

• By using the Auto Reversal journal category these journals should be automatically reversed into the AUG-23 period. Ensure that you post/release the July journal.
• If the journal category Accrual is used then you must remember to manually reverse it in the AUG-23 period using the More Actions button and to post/release both journals.

Sometimes journals need to be reversed in a period later than August. For example, if expenditure has been accrued in July but the invoice is not received until September then the Jul-23 journal should be the Accrual type (not Auto Reversal) and should be manually reversed in September.

Unearned revenue

Income should be deferred where it has been received by the department in advance of the goods or services being supplied (e.g. trading, course fees). If income received in advance is not deferred, it will be credited and shown in the incorrect financial year.

Appendix B [6] provides guidance on processing unearned revenue or, in case of queries, please contact the General Ledger Helpdesk.

Other debtors

These are amounts owing to the department for services/goods provided but unbilled at the year end. They are the opposite of the accruals described previously. They will arise from goods or services provided to external customers but not yet invoiced on the AR module.

Appendix C [7] provides guidance on processing accrued income or, in case of queries, please contact the General Ledger Helpdesk [1]

Prepayments

A prepayment occurs when a payment has been processed on UFS in advance of the goods or services being received. When this occurs over the year end, the proportion of the payment that relates to goods or services received in the new financial year (August 2023 and beyond) has to be calculated. The expenditure for 2022/23 is then reduced by this prepaid amount.

Appendix D [8] provides guidance on processing accrued income or, in case of queries, please contact the General Ledger Helpdesk [1].

Accruals/deferrals and internal partners

If the expenditure or income that is being accrued or deferred relates to a transaction with another department (e.g. internal trading) please check with the General Ledger Helpdesk before posting the journal. The Helpdesk will be able to check that the other department is making the equal and opposite accrual/deferral. This is important to ensure that the elimination of internal transactions is correct.

Matching the source of funds for related expenditure and income

Recording expenditure against the same SoF as the related income is an important process for departments.

To achieve the transfer between sources of funds by a GL journal, the net balance of each type of expenditure by a GL journal is moved/transferred using the original expenditure transaction code for both the debit and credit entries of the journal.

This procedure should NOT be used to correct miscoding and applies to movement of expenditure between sources of funds and cost centres only.
If you require clarification please contact your Finance Adviser.

Clearing deficits

Before clearing deficits, department accounts must be reviewed and adjustments made to:

• correct miscoding
• match the SoF coding for related expenditure and income (as above)
• account for accruals, prepayments, other debtors and income accruals (as above)
• remove monies from deposit.

Deficits may then be off-set against surpluses on non-restricted and trading sources of funds by journaling expenditure using the transfer transaction code EZXX.

VAT Transactions

The central Tax Team posts post journals to correct Services Tax (reverse charge), Acquisition/Import Tax and sales correction transactions on a monthly basis.

In a normal month, any tax adjustments for these items would take place in the month following the original AP or AR entry. However, for the year end, all the July AP services/import tax adjustments are posted in the same month. As the Tax Team are not able to work on the July tax adjustments until AP and AR have closed (15 August), postings to department accounts in respect of these adjustments will be posted by no later than the end of 25 August. The GL closes to departments on 30 August.

Roll forward

In accordance with University policy, year-end income and expenditure totals, by SoF and cost centre, will be rolled forward to create the standard brought-forward balances for 2023/24 by the close of business on 5 September. Any department with specific roll forward requests should submit these to their Finance Manager for input in UFS by no later than midday on 7 September. As part of the preparation of the final accounts, adjustments may be necessary. This means that the balances rolled forward may change. Any such adjustments will be communicated to departments.

Trust funds

Individual statements for all Trust Funds will be sent to departments as follows:

Journals are to be processed centrally to transfer expenditure to Trust Funds relating to appropriations in aid and overhead charges. It is planned that all such journals will be included on the 1st interim statement. All Trust Funds deficits based on a review of 2nd interim statements must be cleared by 30 August.