Interim adjustments to Financial Procedures
13 May 2020
Some adjustments have been made to reflect the current Covid-19 situation
In response to the current Covid-19 pandemic and its impact on our University’s financial position, some of our Financial Procedures have been adjusted to help control expenditure during these uncertain times.
Our Financial Regulations and Procedures outline how our University ensures efficient, effective and economic financial control and it is mandatory that all staff and students comply with them. The Sections which have changed are:
- Section 4 - Income and Banking;
- Section 6 – Expenditure; and
- Section 7 – Salaries, Wages and other Personal Payments.
More details and the corresponding paragraph numbers from the Financial Regulations and Procedures are outlined in more detail below. These adjustments and additions will be in force until further notice and will be regularly reviewed.
Section 4: Income and Banking
Paragraphs 4.2 – 4.29: Payment of sales invoices by cheque, postal orders, cash etc:
The preferred method of payment for goods and services is electronic transfer or cheques. At the current time the use of cash for payments to the University will not be accepted due to the problems encountered in receipting, recording, and storage of cash. The process for managing cheques will remain the same as in the existing 4.20 of the Financial Procedures.
Section 6: Expenditure
ONLY ESSENTIAL SERVICES AND SUPPLIES ARE TO BE PURCHASED UNTIL FURTHER NOTICE
- For further information on procurement, visit our Staff FAQs on StaffNet.
Paragraphs 6.3 – 6.12: Petty Cash:
The use of Petty Cash floats is suspended.
Paragraph 6.25: Purchase Order Approvals:
There is an additional first step in the purchase to pay process, before creation of a requisition the purchase must have Senior Leadership Team (SLT) or their nominated delegate approval to ensure the spend is essential.
Paragraph 6.27: Requisitions:
All Oracle requisitions must include evidence of pre-approval by a SLT member or their nominated delegate by attaching the email approval including any other attachment.
Paragraph 6.35: Delivery address:
In exceptional circumstances, SLT has agreed that consideration may be given for goods to be delivered to a personal home address. In addition to the revised controls for purchases, any request for home delivery must be accompanied by the completed checklist below and documentation required.
|The completed Risk Assessment has now been approved by SLT or a nominated delegate and that any risk is trivial or low.|
|If to be paid from research funds, supporting statements that the purchase will be funded.|
|Purchase is from an approved contracted supplier.|
|You have provided a phone number and full home address.|
Each request will be reviewed on a case by case basis, do not proceed until you have completed the checklist and have sign off and approval from an SLT member/delegate. An email approval will need to be attached to the requisition.
Paragraph 6.55: Purchasing Cards:
The request process for new purchasing cards has been suspended.
All RBS card purchase requests must include evidence of pre-approval by an SLT member. For any delivery of goods to home address please refer to Paragraph 6.35. Before proceeding with the purchase, the request form, SLT approval and risk assessment, if relevant, must be sent to firstname.lastname@example.org for a formal review by a Finance Operations Manager.
Paragraph 6.57: Frequent Traveller Credit Card (FTCC):
The request process for new FTCC cards has been suspended.
The FTCC must not be used to book flights, hotels or inter-city travel. If there is a need to so do the cardholder must obtain SLT approval via email.
Paragraph 6.93: Internal Requisitioning:
Stores activity is currently suspended.
Section 7: Salaries and Wages and other Personal Payments
Paragraph 7.40: Telephone and Internet expenses:
The University’s expenses policy does not cover the purchase of items such as screens, laptops, desks and chairs. It is important to note that staff making such purchases will not be reimbursed. If you are concerned that you do not have the appropriate equipment to enable you to work from home from either a health and safety or occupational health perspective, please contact your line manager in the first instance.
- Further information about working from home safely.
Paragraph 7.11 General Policy for Fees and Expenses:
Time limits to submission of expense claims, currently three months, is suspended to recognise the claim process is slightly more difficult in the current circumstances.
For expenses yet to be submitted, you can either scan or take a photograph of your expense form and receipts and submit these, along with your electronic signature, via email to HRServices@manchester.ac.uk. For expenses to be processed and paid, authorising managers must send a separate email detailing their electronic signature for this to be validated. Authorising managers only need to do this on one occasion. Budget holder to forward, if approved, to the Authorised Signatory.
Paragraph 7.26: Cash Passports:
Cash passports are not currently being issued.
Paragraph 7.43: Travel Expenditure:
- Non-essential travel is not permitted. We recognise however that exceptionally a number of projects will need travel to continue (subject to appropriate risk assessment) and these must be approved by an SLT member of their nominated delegate.
- There must be no non-essential overseas travel.
- The Key Travel Booking tool has been switched off whilst travel restrictions are in place.
Any bookings for essential UK travel need to be pre-approved by an SLT member or their delegate and have been triaged by the email@example.com before proceeding to booking through the Key Travel off-line team.