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Ben Green Phone 34797 Fax 62017 |
Opening Hours
| Monday – Friday | 08.00 – 17.00 |
| Lunchtime closing | 13.00 – 14.00 |
Purchasing
All of the Department's orders are processed by the stores controller and should be taken to the stores. However, when the stores controller is absent or on holiday then a member of accounts section will cover the post and process the orders and issue stock items.
Private Purchases
If you would like to place a private purchase order please come and see me to have your order authorized.
Also, orders now need to be written in a separate order book, so please do not fill out your order request in your own book.
This also applies to those who use CUFS requisitions.
Order books
Order books are in triplicate and are available from stores and accounts. You should retain the pink copy and take the white and yellow copies to stores. The order number will be put on the yellow copy and returned for your reference.
Invoices
If invoices are personally received please make sure these are passed on to the accounts section as soon as possible so as to avoid payment delays to the supplier.
Please pass any delivery notes you may receive directly to stores.
CUFS/iProcurement
If anyone would like to use the Universities web based computer system for order requisitions then please come and see me. Also, if you are a PI or Co-investigator and need to access your research project account details I can set you up as a user.
Expenses
When claiming for personal expenses, please make sure that you have an original receipt for every expense. Receipts should show the actual items bought, visa receipts will not be accepted. Also, no receipt, no reimbursement.
These receipts should be included with a University expense form which can be obtained from accounts and reception.
These forms must be signed by a supervisor and include the project or account to be charged.
Expenses can be paid in any currency and will be paid by cheque.
Expenses claimed on behalf of visitors must include a return address.
Petty Cash claims
Petty cash can be claimed up to a maximum of £25. Please make sure that you have an original receipt for every expense and also that you know the project or account to be charged.
Demonstration / Lecture Fees
Fees can be claimed from the following system
| Lowest rate | inexperienced demonstrators |
| Intermediate rate | experienced demonstrators |
| Maximum rate | post doctoral level demonstrators |
These forms can be obtained from accounts and must be authorized by your supervisor and then returned to accounts for processing.
Your payment will be included in your monthly stipend or paid by personal cheque.
Printing Voucher
Printing Vouchers are available from accounts, stores and the forms dispenser in the lower PC suite.
Printing credit can be charged to your supervisor’s research project, phd budget or PII budget. Make sure that your supervisor has signed and written the account number on the form.
These forms then have to be counter signed by account’s or stores and can then be taken to the computer section and placed in the voucher box.
If you wish to pay by cash or cheque (made payable to University of Cambridge), you should go to Computer Services Reception.
Donations
The University has specific regulations for income from donations. For further information please see:
Financial procedures Part 2.8 H Special Accounts page 28
If your donation meets the conditions for general donations then a cheque (made payable to University of Cambridge) or BACS payment can be paid into your donation account.
For BACS payments please let us know the details of your benefactor and donation so that we will be able to locate the payment in the Universities bank account.
Income and invoice payment instructions
Statements
The accounts section will issue Research Project statements to the PI of the project every month. Co-investigators will also receive a copy.
Statements for departmental running accounts will be issued monthly to section heads.
Donation, trust fund and student consumable accounts can be issued on request.
Please feel free to request any type of statement at any time or just come to the office and we can run one while you wait.
Project Transfers
If an item of expenditure has been miscoded to a project it can be transferred to another account.
As long as:
- The expenditure is allowed to be charged to that project.
- The date of the expenditure is before the end date of the project.
- The expenditure will not violate any resource type that project might have.
Please make sure that you tell me of any transfers you might have as soon as possible. Whenever possible expenditure should be processed in the correct period, before the month end. For other account transfers please see me.
Registration fees
Please make sure that you organize your payment for conference registration fees as early as possible. This is to ensure that cheques and international bank transfers have been received in time as they are easily lost in bank accounts.
Also accounts can organize payment for hotel and travel costs in advance so that you do not incur these expenses and have to reclaim them.
Department Conference details
If you intend to hold a conference please keep the following records and discuss with accounts if you require a new account to be set up:
Details of delegates, address, company etc.
Payments including value and date received
Payment methods, cheque, cash, BACS etc.
Accommodation and Catering expenses
Room hire costs
Speaker expenses and fees.
Your intention for any profit or losses
Use of own vehicle on University business
The condition for claiming a mileage allowance for using your own vehicle on University business is that the user's insurance policy must include cover for business use. This is not standard with comprehensive insurance. Before using your vehicle for University business please ensure that you have the correct insurance cover.
Please also note that a driver documentation checklist must be completed and approved by Peter Foreman before you use your own vehicle on University business. He will need to see your insurance certificate and also your vehicle's MOT certificate (if applicable).
There will need to be an annual check of these documents.
If you are not covered you will not be reimbursed.
See the Department's Driver and Vehicle Safety Policy for more details
Please come and see us if you have any accounting query or need a statement, or even an urgent order processed.
Ben Green
Chief Accounts Clerk