Скачать презентацию New Staff Induction Programme — Finance — Research Скачать презентацию New Staff Induction Programme — Finance — Research

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New Staff Induction Programme - Finance - Research Finance February 2017 New Staff Induction Programme - Finance - Research Finance February 2017

Agenda • Introduction to the Finance Department • Finance Organisation Structure • Briefing on Agenda • Introduction to the Finance Department • Finance Organisation Structure • Briefing on the budget process or Resource Allocation Model (RAM) • Financial Services • Financial Support for Researchers

Introduction – Adherence to regulatory governance and legislation – Providing a broad portfolio of Introduction – Adherence to regulatory governance and legislation – Providing a broad portfolio of financial services Excellence in teaching, learning and research – Maintaining financial stability

Finance Division Organisational Chart Finance Division Organisational Chart

Finance department organisation Budget & Management Reporting Declan Hannan RAM/Budgets Monitoring activity Management reports Finance department organisation Budget & Management Reporting Declan Hannan RAM/Budgets Monitoring activity Management reports Fees Office Accounts Receivable Ancillary Income & FEC Operations Rosemary Fogarty Purchase to pay process Expenses Payroll Treasury including Bank & Cash Financial accounts & fixed assets Research accounts Systems

Finance department organisation Budget & Management Reporting Declan Hannan RAM/Budgets Monitoring activity Management reports Finance department organisation Budget & Management Reporting Declan Hannan RAM/Budgets Monitoring activity Management reports Fees Office Accounts Receivable Ancillary Income & FEC • Devolved Budget • Annual budget cycle • Income / Resource Allocation via RAM Budget Model

Strategic Context • The Finance Department plays a key role in the development and Strategic Context • The Finance Department plays a key role in the development and delivery of the University’s Strategy that is set out in Broadening Horizons, UL strategic plan 2015 -19 – Strengthen the alignment between resource allocation and strategic priorities – Diversify income sources from academic, non-academic and commercial activities – Refine the annual budget process

Link Resource Allocation to Strategic Priorities RAM Teaching Allocation RAM Retention Allocation RAM - Link Resource Allocation to Strategic Priorities RAM Teaching Allocation RAM Retention Allocation RAM - Resource Allocation Model RAM International Student Allocation RAM Research Allocation

Budget Process - UL Devolved Budgeting Model Recruitment Planning/Pay Budget State Grant Student Intake Budget Process - UL Devolved Budgeting Model Recruitment Planning/Pay Budget State Grant Student Intake Income Forecast RAM Devolved Budget Other Income Non Pay Budget

Devolved Budget • Executive Committee approves RAM allocations • Faculties/Divisions – Set expenditure budgets Devolved Budget • Executive Committee approves RAM allocations • Faculties/Divisions – Set expenditure budgets within RAM allocations – Ensure budgets plans are consistent with Strategic Plan • Finance – Co-ordinate and manage the budget process – Assess budget risk and propose budget strategy – Finance support maximisation of resources • Information, reports, analysis, budget management, training etc.

Diversify Income to Maximise Non State Income Total RAM Income Trend Diversify Income to Maximise Non State Income Total RAM Income Trend

Finance department organisation Operations Purchase to pay process Expenses Payroll Treasury including Bank & Finance department organisation Operations Purchase to pay process Expenses Payroll Treasury including Bank & Cash Financial accounts & fixed assets Research accounts Systems

Financial systems ERP system AGRESSO Extensively used in the sector – used at 4 Financial systems ERP system AGRESSO Extensively used in the sector – used at 4 Irish Universities On going development – current focus Purchase to Pay Interact via online purchasing, online expenses and online flexible reporting (hierarchy of reporting CORE Payroll Highly integrated to CORE HR Tribal Student Fees Self service

Financial systems PAYROLL Large payroll approx. 2, 100 payslip monthly Self service – access Financial systems PAYROLL Large payroll approx. 2, 100 payslip monthly Self service – access via link on HR website Access – Personnel and Financial information, payslips, P 60, pension information and hourly time sheets (Core Portal) Approval of hourly paid – level 2 authoriser ensure correct pay rate used Purchase to Pay Agresso online access for online interaction for purchase requisition and goods receiving, workflow approvals Use contracted suppliers see Procurement website Procurement thresholds apply Invoices go directly to accounts payable 3 way match PO/GRN/INV Weekly payment run (51 per annum) – Prompt Pay Act Applies Supplier set up – form – need current tax clearance certificate

Typical tender Process • • • Complex area UL based buyers run up between Typical tender Process • • • Complex area UL based buyers run up between 20 and 30 tenders per annum Large audit emphasis on procurement process Strategy Contract execution Evaluation Prequalification & tender documents Award decision Contract award notice & tender report

Expenses • • Process up to 15, 000 expense claims per annum Ensure compliance Expenses • • Process up to 15, 000 expense claims per annum Ensure compliance with expenses policy Weekly expense claim payments by EFT Attaching scanned receipts to expense claims now available Scan receipts and attach to online claim** UL Policy applies Online submission via Agresso. Register as online user **For externally funded projects original receipts must be submitted Equipment & consumables limit of € 175 Use online expenses for professional subscriptions and conferences Weekly payments Online approvals via workflows

HEA & Consolidated Financial Statements HEA accounts Required under the Universities Act Prescribed format HEA & Consolidated Financial Statements HEA accounts Required under the Universities Act Prescribed format based on income and expenditure – excludes subsidiaries and associated companies Capital expenditure included as expenditure Reported on by PWC annually Consolidated financial statements Incorporate activities of subsidiary and associated companies Prepared based on GAAP Audited by PWC as commercial auditors and C&AG

Research Finance New Staff Induction Programme – Research Finance Research Finance New Staff Induction Programme – Research Finance

Research Supports Available Research Supports Available

Finance Key role at all stages of the lifecycle of a Research Project Pre. Finance Key role at all stages of the lifecycle of a Research Project Pre. Award Post Award

Pre. Award • • Award Post Award Budget Funding Call guidelines Budget Justification Research Pre. Award • • Award Post Award Budget Funding Call guidelines Budget Justification Research Proposal Authorisation form

Pre. Award • • • Award Post Award Cost centre set up Agresso Access Pre. Award • • • Award Post Award Cost centre set up Agresso Access Budget Partner Budgets Invoicing schedule for industry funded Reporting frequency

Pre. Award Expenditure § § § Approve pay – recruitment packs, contract reviews, financial Pre. Award Expenditure § § § Approve pay – recruitment packs, contract reviews, financial aid Controlling pay commitment – Opportunity to automate PR’s and expenses to available budget & eligibility Reporting § § Prepare and submit all funding reports Consolidate for larger Centres Overheads § Post Award Allocation of Research Overheads

Pre. Award Post Award Audits § § § § Ongoing throughout life of project Pre. Award Post Award Audits § § § § Ongoing throughout life of project For multiple years after e. g. ERDF 2022 Multiple Agencies Meet with PIs Adherence to UL Policy & Procedures Procurement procedures Publicity

Research Awards Research Awards

Research Finance – Contacts Sandra Hammersley Management Reporting, Budget Management, Research budget proposal support, Research Finance – Contacts Sandra Hammersley Management Reporting, Budget Management, Research budget proposal support, Financial Report approval, Expenditure Approval, Overhead allocation Thomas Vaughan Expenditure Approval, Research budget proposal support, SFI, HEA, PRTLI, EU Norita Moloney (Dervla Hogan) Expenditure Approval, Research budget proposal support, EI, EPA, HRB, IRC Patricia Bourke Expenditure Approval, Student Financial Aid Forms, EU, DAFM Teresa Kiely Audit file preparation, EI & Innovation Vouchers Caroline Meaney New Cost Centre set-up EI, IRC, Inter. Reg TBH Invoicing & Debtors EI & IRC

Thank You Thank You