How to be comply with Financial Regulations

Owned by Marcy
10 Dec, 2019
2 min read

This list is to help all staff better understand the Financial Regulations and how to comply with them.  


Buying Goods and Services 
Staff must ensure:  


  • Purchase orders are raised via YEP and provided to suppliers before we accept their invoices; 
  •  Invoices are sent straight to Accounts Payable – NOT to individual Departments;
  • The supplier is set up on YEP before placing a purchase order;  
  • Preferred suppliers are used where they have been appointed;  
  • Tendering and quotation rules are followed before placing a purchase order;  
  • Goods & services are receipted on YEP so invoices can be matched to a purchase order before being paid.  


Claiming Expenses  ( please refer to ToW : How to use a Expenses claim form)

Expense claims should:

  • Demonstrate that they relate to University activities (please state reason for Claiming) ; 
  • Be against valid work orders; 
  • Be submitted within three months of the expense being incurred; 
  • Be authorised by the relevant manager; 
  • Contain a valid staff or student number; 
  • Contain itemised transactions for credit card statements; 
  • Deduct a spouse or partner’s fair share of hotel, travel, meals, etc.; and 
  • Unspent funds or advances should be returned within one month of attending the event.  


Receiving Money
Staff should:  

  • Obtain a valid purchase order number before starting work for a customer; 
  • Record purchase order number on any invoices issued for that work; 
  • Request credit notes as soon as they are aware that invoices were issued incorrectly; and 
  • Ensure the income is coded correctly; 
  • Use the cash office to bank cash and cheques received as soon as possible; 
  • Ensure SStudent system is up-to-date with student leavers, new starters, etc. so that we can bill and collect fees accurately and on time; and 
  • Ensure the correct VAT code is used on a paying-in forms.  


Payroll 
Staff should ensure: 


  •  All right-to-work checks are completed prior to starting work 
  • Timesheets and overtime claim forms are correctly authorised; and 
  • Payroll deadlines are met so staff get paid.  




I hope this helps but if you have any queries please email me Environment-finance@york.ac.uk OR sei-finance@york.ac.uk  and I will be more than happy to help.