果冻影院

All staff will automatically have access to MyFinance.

Changing Preferences

You will need to change your preferences before any orders are placed to ensure that items are delivered to the correct site. This is done聽by聽clicking' iProcurement' on the left hand side, followed by 'Preferences'.

It is essential that you change:

• PO Administrator - This should be set as yourself so that you receive all purchase orders.
• Deliver-to Address - Change to 'F43 果冻影院-Chemical Eng. deliveries only, Bernard Katz Bldg, Rm 4.01, Gordon Street, London, WC1H 0AH, United Kingdom' Please note that all of your deliveries will be received by Elaine Briggs at the above address who will inform you of any parcels so that you can collect them from her.

You will only need to make these changes during your first login as they will be set as your default from that point onwards.

Access to Project Codes

Info for Academics - Academics will automatically have access to their own Project codes as the grants are activated. Please send any PhD access requests to the Senior Finance and PhD Administrator.

Info for聽support staff and PDRA's - You will need to ask the relevant academic or supervisor which code you need access too and with their approval, the Finance Administrator can action this.

Supervisor Approval

Info for Academics - You will regularly need to look at your workflow list in MyFinance to monitor any purchases and expenses your students have entered for your approval. Relying on generated emails from the system will also work.

Info for support staff and PDRA's - All Academics will be notified of orders you place against their particular project codes allowing them to view and approve in the system.

果冻影院聽has a preferred supplier list that you will need to refer to when placing orders.

For one off smaller purchases the department credit card can be used. Please contact the Finance and Staffing Administrator to organise this.

However, in circumstances where a specialty item is required which cannot be provided by any of the suggested suppliers, you will need to do the following聽in order to add them:

1.听聽聽 Fill out the New Supplier Form.
You will need to use the Sub category code form to find the correct 鈥榗ategory鈥� and 鈥榮ub category鈥� codes as mentioned on the top of the form.
2.聽聽聽 Obtain the company鈥檚 bank details on headed paper (a PDF file will be sufficient).
3.聽聽聽 Send both of the above to newsuppliers@ucl.ac.uk

Please note that procurement team will reject any incomplete聽 or handwritten requests.

New Supplier forms can take over a week to process and are sometimes rejected by Procurement so please be sure when putting the request through that you cannot find your items from any of 果冻影院s preferred suppliers. You will be sent an email when the supplier is set up.聽

Please note that procurement team will reject any incomplete or handwritten requests.

There are two ways to create a Purchase Order (PO):

1.听聽聽 Using the E-Marketplace, where orders are taken through Science Warehouse. This method is used for smaller orders such as stationery and lab consumables from a few frequently used companies. When you make a purchase through the E-marketplace, the PO is sent automatically to the supplier.
2.听听聽 Using a Non-catalogue request. This method allows you to use any of 果冻影院鈥檚 listed suppliers that are not accessible via the E-Marketplace. The PO is sent directly to the Finance Administrator who will then send process it on your behalf.

You will need to make sure that the items you are ordering are charged to the correct Project, Task and Award numbers provided by your supervisor.

For the step by step course in purchasing聽please register on Moodle course 鈥楳yFinance I-Procurement鈥�, which will show you how to use the systems basic functions.

You may also like to register for 鈥楳yFinance Expenses鈥� and 鈥楳yFinance Navigation鈥� although these may be irrelevant to your role.

Delivery charges

There are some important steps you need to take before placing an order internationally as delivery costs can be extortionate if not treated carefully.

• Check our UK suppliers in the first instance before you approach an international company.

• When ordering overseas you MUST enquire about all delivery charges with the supplier, including any tax and duty, BEFORE raising a PO.

• Be warned that the costs may be a lot more than the value of the items so think about if it is a necessary purchase.

• If you have tried the above聽 then please contact the Finance Administrator Claire who will be able to assist you further but ONLY if you have gone through the above process.聽

Please make sure you add the delivery as a separate line when raising a PO on MyFinance.

You will need to change the expense category to 鈥淧rinting & Postage.Delivery charges excluding dry ice鈥�

Your order will not approve anything unless the finance team can see the extra delivery charge or you have informed them in the 鈥榥otes鈥� section of the requisition as to why it is not there (such as company offering free delivery). If the company offers free delivery, please state this here on the 鈥榓pprovals page鈥�.

Receipting

When you receive or collect your purchased items, please make sure your receipt them in MyFinance. Many payments are being placed on hold due to items not being received in the system with companies not being paid.

Purchasing 鈥� Equipment over 50K (inc VAT)聽

For all orders over 50k you need to provide at least three competitive tenders or quotations for the items you are looking to purchase. There are certain exceptions in cases of specialised equipment, but the Head of Procurement must approve the waiving of tender and quotation procedures in writing before an order is issued. In these cases, a single source justification needs to be submitted to Procurement.

You will also need to complete a聽50k Checklist which can be found at聽

The checklist must be signed by the person completing the form, then approval signatures gained from Head of Department, The School of Finance Director, and Procurement.

Once the order has been fully approved, a PO will be raised.

Documents to add are:

• 50K Checklist
• Three competitive quotes - including winning company
• Relevant聽email correspondence

BOC

Please read the form in the right index under 'BOC Ordering guide' for more details.

It is important that you聽read the before you claim an expense as there are strict rules regarding items and services that you can and cannot claim for.

More importantly, equipment purchases WILL NOT be reimbursed. These WILL BE REJECTED by the Accounts team if submitted as an expense. All equipment聽needs to be ordered through MyFinance.

For both of the expense claim processes, original receipts will need to be sent to Accounts Payable along with any claim forms.

Manual Expenses - Visitors

For external visitors, and students who are not on the 果冻影院 payroll system and considered an employee, expense claims need to be processed using the Expenses excel form.

All forms must now be typed and any hand-written claims will be rejected by Accounts Payable.聽 You do not need to sign the form as this will be done by the Senior Finance Administrator.

Please open the 'Expense Example' for details on how to complete the form.

Any forms not completed correctly will be rejected.
To receive the money to a foreign bank account, please complete the Foreign Expense claim.It is essential that the form shows a SWIFT/BIC number. Please be aware that a transfer fee of 拢15 will be charged for payments to a foreign bank account.

iExpenses - Staff and Students on Payroll

Staff and students who are on the payroll system must use MyFinance to claim expenses. Please select 'MyFinance log in' to begin. For instructions on how to enter an expense claim, you should search 'iExpenses' in 果冻影院 Moodle to undertake a step by step course.

You will have the ability to delegate聽your claim to a colleague for completion if the charges are to come from a聽code聽that you do not have access to.

If you have assigned someone else to complete the claim for you, please provide them with the original receipts.

Funds will be reimbursed in approximately two weeks.

When purchasing subscriptions, by either claiming on expenses or through raising a PO, there are a few rules that must be adhered too.

1.听聽聽 Subscriptions on the Faculty approved list should be purchased by PO ONLY unless they feature on the AND fall within either point 1a or 1b below.

If they do feature on the HMRC list, you can purchase yourself and claim on expenses providing that either:

聽1a.聽聽 Savings to 果冻影院 arising from membership, for example reduced聽聽聽聽聽聽聽聽 conference attendance fees, exceed the cost of membership, or

聽1b.聽 Membership is mandatory in order to be able to teach on a professionally accredited course.

These can be paid for by the RTA or department funds if you do not have an RTA (Teaching Fellows for example) as Faculty and 果冻影院 agree to paying these.

2.听听聽 Subscriptions that are not on the attached but are on the HMRC page can be purchased and claimed on expenses if they fall within either 1a or 1b above.

However, you cannot use department/果冻影院 funds to pay for these as they are not on the approved attached list.

These can only be paid for by grants.

3.聽聽聽 In all cases where you are claiming via expenses, you must have evidence that the subscription meets either point 1a or 1b in the justification section of your expense claim. Your claim will not be processed without this.

These are needed when you are purchasing or supplying services or reimbursements from or to another department within 果冻影院.

In Chemical Engineering IDT's are most commonly used for:

• Purchasing ethanol from Chemistry
• Paying for poster printing from ISD
• Use / hire of equipment in other departments

The聽cost of the聽goods/service聽need to be confirmed by email with the supplying department before an IDT can be raised.

Once you have this confirmation as well as the Project, Task and Award numbers, you can create the IDT and forward it onto the Senior Finance Administrator for approval.

If you do not have access to the IDT function, then please email all the necessary details to the Finance Administrator who will organise this for you.

IDT鈥檚 can only be raised using Internet Explorer and not Firefox.

IDJ - Inter Departmental Journal

This function is used to move costs from one account to another WITHIN the department. This is to be completed by the Senior Finance Administrator so please email the below information so that it can be processed.

鈥⒙犅犅� Costs from account number
鈥⒙犅犅� To account number
鈥⒙犅犅� Amount
鈥⒙犅犅� Reason

The reporting system gives you all the information you need聽to monitor the expenditure and income against your grants聽

It is important that you look at these regularly so that you have a firm control over your accounts and can detect any unusual activity and overspending.

To access the system, please follow the below link via Firefox and NOT Internet Explorer.

Please note that when entering your login details, you have to type in 鈥樄�冻影院USERS\鈥� followed by your username i.e. 果冻影院USERS\**. Enter your password as usual.

For detailed instructions on how to navigate round reporting, please register for the online sessions via Moodle. This can be found by searching 鈥楳yFinance Reporting鈥� in the search engine.

For any more information relating to MyFinance go to

General departmental queries:

Finance Administrator

David Alabaster ext. 33820

Technical queries:

MyFinance Helpdesk

myfinancehelpdesk@ucl.ac.uk ext. 53133

Invoices and expenses:

Accounts Payable聽

apinvoices@ucl.ac.uk ext. 53234

apexpenses@ucl.ac.uk ext. 5324