4. STAFF BUSINESS EXPENSE CLAIMS AND PURCHASING CARDS CONTACT Gill Pearn Ext 3072/3 Please see details of the process for on the finance services webpage Expense claims dated prior to 1st August 2014 on the expenses system and submitted by the 5th August. These will be converted to an electronic accrual to be posted by finance services systems support. The electronic accrual will be circulated to finance staff in Colleges and Services at 10am on the 6th August to: Confirm that all items should be accrued; Confirm/add coding A response should be submitted by the deadline Deadline: 5pm 8th August Expense claim for costs that relate to 2013/14, which have not been entered in Expenses on Line by the 5th August Complete form CD1/2014/C and return to . This is particularly important for research and externally funded projects that complete on or before 31 July 2014. (£500 is suggested materiality level) AND Submit expense claims on the expenses system in the usual way Deadline: to be received by 5pm 8th August Expense claims for costs that relate to 2014/15. Scrutinise a report of all claims submit in the financial year; for narrative for activity dates in 2014/15.Extract these as prepayments and enter on CD1/2014/B Deadline: to be received by 5pm 8th August Expense claims for costs incurred after 31st July 2014 Submit expense claims on the expenses system in the usual way 5. NON-STAFF AND STUDENT EXPENSE CLAIMS CONTACT Sarah Kellagher X5872 expense claims for costs incurred in 2013/14. expense claims RECEIVED in Accounts Payable by 18th July 2014 will be processed in July. Deadline: to be received by 18th July Non-staff/student expense claims for costs incurred in 2013/14, received by 18th July, that relate to 2014/15 activity Complete form CD1/2014/B and return to . Deadline for return: 5pm 8th August Non-staff/student expense claims that relate to 2013/14, which will be received by Accounts Payable after 18th July deadline Complete form CD1/2014/C and return to . This is particularly important for research and other externally funded projects that complete on or before 31st July 2014. (£500 is suggested materiality level). Deadline for return: 5pm 8th August
AND Submit expense claims to Accounts Payable in normal way. Non-staff/student expense claims for costs incurred after 31st July 2014 Submit expense claims to Accounts Payable in normal way. 8a. INTERNAL TRADING SALES INVOICES (Z-accounts) CONTACT Trish Tester Ext 5038 Goods/services supplied internally on or before 31st July 2014 Issue sales invoice as soon as possible after date of supply but by 25th July 2014 Deadline: 25th July (period 12 closes) supplied internally on or before 31st July but not invoiced by 25th July 2014 Issue sales invoice in 2014/15 dated 1st August 2014 (See note below) The deadline to enter 2013/14 internal transactions has remained as late as possible in order that the majority of internal transactions can be processed in the normal way (i.e. what happens throughout the year). This should effectively eliminate the need for internal transactions to be accrued for and, for this reason, the CD3 forms will not be issued as a matter of course. 6. PAYROLL CLAIMS CONTACT Becky Allen Ext 3086 Claims paid via ‘Claims Payroll’ for work done in 2013/14. Includes PD82s and PD85s Excludes PD71 forms and PD107 forms ( These are processed as part of ‘Main payroll’) The August 2014 payroll claims will be processed into 2014/15. However, claims relating to work done in 2013/14 that are RECEIVED in Payroll by 8th August 2014 noon will be automatically accrued for in 2013/14. Make sure claims are well marked as 2013/14 work. The accrual will be posted by corporate accounting on August 12th for review Any PD71 and PD107 forms relating to 2013/14 work will need to be included on a CD1\2014\C form Deadline: to be received by 8th August noon