A to Z actions

Who to contact for various actions in the new structure

Action/Query Responsibility Activity Helpful hints Faculty Finance team contact Arts Engineering Medicine & Dentistry Medical & Veterinary Sciences Science Social Sciences and Law
Advance request Finance Requesting advance payment in relation to travel/conference attendance. Forms to request on finance web site - please ensure you have completed charge code and have budget holder authorisation Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Advice on goods to purchase School/Faculty - - Please contact your School/Technical Manager - - - - - -
Services Unit School/ASU - - - - - - - - -
Change of salary funding School/Finance Initiated by School, checked by Finance Services, PIMS & Payroll updated by Finance - Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Charge code (set up) Finance Charge code for new activity/funding - Account Manager Contacts Contacts Contacts Contacts Contacts Contacts
Charge code (queries) Finance Charge code for ordering - Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Cheques Received Finance Cheques will be handled through the Faculty Finance Services Team If you receive a cheque, please write charge code to which the payment is to be credited to on the back Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Cheque Request School/Finance School to complete cheque request form, charge code and authorised by budget holder. Send to Processing Clerks - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Closing a completed research account School/Finance Scientific report - PI responsibility, finance report - Finance Services responsibility - Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Deliveries School/Faculty Check and receipt goods and services received via Proactis If goods are being returned please ensure a note to this effect is put on the Proactis system Processing Clerks/School & division based staff Contacts Contacts Contacts Contacts Contacts Contacts
Expenditure query/correction Finance - - Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Expenses (staff) School/Finance Regular claimants may be set up to input their claims during the month directly in to Proactis. Please ensure you submit these by 8th each month. Occasional claimants please contact Processing Clerk with details, receipts and charge code - until further notice a hard copy UOB expense claim form is required. All claims to be authorised by budget holder - paper version and receipts to be sent to Processing Clerk by the 11th of each month in order to be included in that months payroll run. Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Expenses/Fee (non-staff) School/Finance Paper claims - charge code to be completed and authorised by School - to be processed by Faculty Finance Team - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Facilities Support Finance Discussions in place with Faculty Facilities Group to agree the support Finance Services can provide - Faculty Financial Controller /
Deputy Faculty Financial Controller		 Contacts Contacts Contacts Contacts Contacts Contacts
Faculty Stores Schools Orders to Faculty Stores These do not go through the Faculty Finance Teams, following authorisation these go direct to Faculty Stores Contact Faculty Stores - - - - - -
Goods received and to be returned to supplier/query School Goods are to be returned to a Supplier or a query on quantity received. Communication is important to deal with any discrepancies relating to deliveries/receipting and invoice payments, if you are returning items to a supplier please ensure you put a comment/note on Proactis Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Grant applications School/Finance Creating a new project on fEC tool - please remember applications are to be approved by HOS. Support provided by Account Manager. PI to create a new costing on the tool. School procedures to be adhered to: e.g. CMM - GRAMS procedure is followed.  Please allow sufficient time for School and Finance approval process to be undertaken before the funder submission deadline.

 

 Account Manager Contacts Contacts Contacts Contacts Contacts Contacts
Hawthorns bookings School Please use Proactis to order services from Hawthorns completing charge code - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Hotel Bookings School Use recommended supplier on Proactis - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Invoice to be raised School/Finance Information including charge code, details of service/goods, customer details - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
IDTR/Journals Finance Completing forms Spreadsheet of cost and charge codes to be sent to finance on spreadsheet Processing Clerks & Account Administrators Contacts Contacts Contacts Contacts Contacts Contacts
Management Information Finance Reports on number of grant applications/success rates - Account Manager/Admin Assistant Contacts Contacts Contacts Contacts Contacts Contacts
New awards Finance Please send copy of award letter to Admin Assistant - Account Manager/Admin Assistant Contacts Contacts Contacts Contacts Contacts Contacts
New supplier School Schools will initiate a request for a new Supplier by contacting a member of the Faculty Processing Clerks' team - Processing Clerks Contacts Contacts Contacts Contacts Contacts

Contacts
Overtime fee request School/Finance UOB member of staff - overtime is processed using Proactis as a fee claim. This needs to be signed off by the budget holder - Processing Clerks Contacts Contacts Contacts Contacts Contacts

Contacts
Part-time hourly paid teachers School/Finance To reimburse part-time hourly paid teachers Personnel will issue the contract in conjunction with the School Manager.  The finance team will monitor fee claims for reimbursement against that contract. Processing Clerks Contacts Contacts Contacts Contacts Contacts

Contacts
Payroll queries Finance - - Finance Payroll team - - - - - -
Petty Cash Schools Petty cash payments are handled by School administrator Finance Services are responsible for reconciling Petty Cash - Petty Cash float is reimbursed through the Cash Office Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Purchase Orders Finance Queries on Purchase Order received from suppliers If the requisitioner is not the end user, please ensure you put the end users name on the requisition and also that the delivery address is correct. A member of the Processing Clerks' team will contact the end user direct Contacts Contacts Contacts Contacts Contacts Contacts
Purchase Orders Finance Chasing outstanding Purchase Orders A report will be downloaded each week to review purchase orders outstanding. Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Purchasing cards Finance Purchasing cards The purchasing card is reconciled monthly; any purchases made against card will show against account as a dummy order - which will be deleted when charge has been reconciled. Authorisation from budget holder will be required. Further details will follow how this will be managed. Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Reports Finance Monthly reports on research accounts - Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Reports Finance Customized or bespoke reporting - Please contact your Deputy Faculty Financial Controller (DFFC) Contacts Contacts Contacts Contacts Contacts Contacts
Requisitions School Completing requisitions on specialized items identifying the supplier, charge code, please check delivery address, attach quotes, batch numbers, etc., and completing the price If you are taking the price from a previous order - complete the maximum price box on the requisition, if the Purchasing Clerk receives notification that the item is more expensive than quoted, if the cost is within maximum price this can be managed without the need to go back to the Requisitioner. Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Requisition deadline Finance We are aiming for requisitions received by 12.00 noon each day will be processed within 24 hours Please remember your requisition has to be authorised by the budget holder prior to receipt to Finance Services. Also be aware of supplier delivery charges for small orders Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Requisitions/Purchase Order no-output School If you do not want the Purchase Order sent direct to supplier - please ensure you detail this on your requisition - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Requisition queries School/Finance If you have a query on a requisition e.g. has this been authorised, duplication - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Service Contracts School Service contracts and renewal of service contracts - complete requisition Attach a copy of the agreement/contract to the requisition. Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Setting up new staff for requisitioning Finance - - Account Administrator Contacts Contacts Contacts Contacts Contacts Contacts
Setting up authorisation on Proactis Finance Setting up or amending authorisation rights on Proactis purchasing system - New process - in the first instance please contact DFFC Contacts Contacts Contacts Contacts Contacts Contacts
Specialized orders School/Faculty Purchase orders will go through relevant authorisation route - radioisotope database to be completed by School representative/IT authorisation Purchase Order will be sent by Finance Services. Radioisotope orders will be delivered to Faculty Stores Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
Staff Contracts/Request to appoint forms School / Personnel / Finance Request to appoint forms are generated by School ensuring all authorisations are attached including Practical Steps authorisation. Personnel Services will generate the contract, Finance Services will confirm charge code and funding. - Externally funded appointments - Account Administrators Core funded - DFFC & Account Managers Contacts Contacts Contacts Contacts Contacts Contacts
Travel bookings School/Finance Key Travel - please request purchase order number from Processing Clerk - Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts
VAT Finance - Finance Services will check VAT status.  If you VAT query is complicated, please contact the Tax Team. Processing Clerks Contacts Contacts Contacts Contacts Contacts Contacts

If you see any errors or know of a change that is not reflected above, please contact finance-systems@bristol.ac.uk