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Forms, Guidance and Policies

 
You can find forms, guidance and policy documents on section's site however we have brought them altogether on this page to provide quicker access should you know which document you require.

The documents listed below are organised first by section then, within each section, into forms and information/guidance documents. We have included a brief description about each document however you should contact the relevant section should you have any further query.
 

Links to Documents by Section

Link to Agresso documents and guidance.
 
Link to Finance Regulations, Policies and Insurance Certificates.
 
Link to PCI DSS Documents and Guidance.
 
Link to Procurement documents and guidance.
 
Link to Financial Accounting Documents and Guidance.
 
Link to Treasury & Transactions Documents and Guidance.
 

Annual Statutory Accounts

Document Name Version

Annual Statutory Accounts

Various
The annual statutory accounts for the University and NUVL are available for download in PDF format.
 

Agresso

Document Name Version

Commercial Account Application

Nov-2016
Form to be completed for all new customers requiring a credit account with the University.

New Folder / Amendment

Oct-2018
Form to be completed to have a new folder set up or to have an existing one amended or closed.

Procurement - New Authoriser

Oct-2018
Form to complete when requesting the set up of a new Authoriser in Agresso Procurement.

Procurement - New Requisitioner

Oct-2018
Form to complete when requesting the set up of a new Requisitioner in Agresso Procurement.

Procurement - New Supplier

Apr-2016
Form to complete when requesting the set up of a new Supplier in Agresso Procurement.

Web Reporting Access

Oct-2018
Form to complete to request access to Agresso Web Reporting for a new user.

Account Codes

Jul-2012
Listing of Account Codes used in Agresso.

Agresso Web - Viewing Workflow Pane

Apr-2016
Procedure for viewing a workflow map on Agresso Web.

Short Coding List

Mar-2018
Explanation of the coding required for every transaction keyed into Agresso to facilitate the reporting functionality.

Financial Calendar

Aug-2017
Financial calendar commencing on 01st August 2017 for 2017/8 (Accounting Year 2018).

Site Codes

Nov-2016
Explanation of the site codes used within Agresso.

Web Reporting - Quick Guide

Jul-2012
Quick guide to running Web Reporting in Agresso.
 

Financial Accounting

Document Name Version

Commercial Project Proposal Form

Jan-2015
Complete and submit this form for commercial projects such as consultancy, CPD and contract research.

Non-Commercial Project Proposal Form

Jan-2015
Complete and submit this form for other Non-Commercial projects such as Interreg, ERDF and Academic Conferences.

European Funded Projects: Financial Compliance Policy

Mar-2014
Outlines the support available to projects and the steps which all Principal Investigators and Project Teams must take when developing European funded proposals and executing successfully funded projects.

Externally Funded Projects Definitions & Guidance

Jun-2011
Offering guidance on externally funded income streams from research, commercialisation and knowledge transfer type activities.
 

Finance Regulations & Policies

Document Name Version

Accounting Policy

Feb-2014
Statement of the University's principal accounting policies.

Anti Money Laundering Policy

Aug-2015
Sets out the procedure to be followed if money laundering is suspected, defining the responsibility of individual employees in the process.

Bribery Act Policy Statement

Oct-2012
The University's policy statement concerning the Bribery Act 2010.

Financial and Management Control Framework

Aug-2015
Defining the financial and management control framework approved by the Principal and a value for money strategy approved by the Audit Committee on behalf of the University Court.

Finance Regulations

Aug-2015
Sets out the University's Financial Regulations, with links to the University's policies relating to financial management and control, and to guidance on the practical application of these policies.

Fraud Policy

Feb-2014
This University policy encourages staff to be aware of fraud, bring suspected fraud to notice and provide a framework response plan for investigating and reporting fraud.

Schedule of Delegation

n/a
Links to the University Secretary's Office site containing the definition of how the University Court delegates its powers to ensure the orderly conduct of the business of the University in a timely and efficient manner.

Treasury Management Policy

Nov-2016
Defines the University's treasury management policies to provide effective control of risks associated with University cash flows, banking, money market and capital market transactions, allowing optimum performance consistent with those risks.

Tuition Fee Policy

August 2018
This document details the terms conditions and the processes that will be undertaken by the Credit Control team in managing the non-payment of Fees, Accommodation and Library.
 

PCI DSS

Document Name Version

Cardholder Data and PDQ Monthly Checklist

January 2018
Check list for departments to complete and save to show compliance with PCI DSS regulations.

Cardholder Data and PDQ Offsite Checklist

January 2018
Check list for data in transit (out of normal operational activity EG: Graduation ceremony) to complete and save to show compliance with PCI DSS regulations.

Debit/Credit Card Use and Storage Security Guidance

January 2018
This policy document covers all aspects of security surrounding the use of credit/debit card machines and confidential University information and must be distributed to all employees and adhered to within each University outlet that uses PDQs/Card terminals.

Incidence Response Plan

January 2018
Outline procedures that must be followed if a compromise is suspected.

Outlet Quick Reference Guide to PCIDSS

January 2018
Quick reference guide outlining the processes to follow in order to comply with Payment Card Industry Data Security Standards (PCI-DSS) as well as good business practices related to the handling of credit/debit card information for outlets/schools/services that use and take credit/debit card payments either in person (Cardholder present )or over the telephone (Cardholder not present).

PCI DSS Glossary

April 2016
Glossary of terms, abbreviations, and acronyms used by PCI DSS.
 

Procurement

Document Name Version

Arnold Clark Booking Form

Oct-2013
Form to complete to arrange a booking from Arnold Clark.

Employment Status of Individuals

Aug-2013
Form for departments to complete when wishing to engage individuals via the requisition/order route.

Model Asset Register

Feb-2014
Blank Asset Register form to be used by Deans and Directors to maintain a record of all assets in their area.

Non-Compliance with Order Procedures

Oct-2013
Form for advising Procurement instances of goods or services supplied before an official order has been issued.

Procurement Request Form Process Instruction

Oct-2017
Guidance on completing the Procurement Request Form (PRF).

Procurement Request Process - Online System

Feb 2019
The Procurement Request Form should be completed by a staff member wishing to make a purchase or commit expenditure at a threshold of £12.5k or above.

Procurement Request Form – Manual

Feb 2019
Procurement Request Form – Manual.

Post-Purchase Appraisal (PPA2)

Aug-2014
Form to complete in conjunction with the relevant Pre-Purchase Appraisal form.

Redundant Equipment Notification

May-2016
Form to complete and forward to Procurement to notify of redundant equipment.

Return of Invoice(Depts)

Dec-2012
Complete and forward to a Supplier if an invoice is received and does not contain a valid University order number.

Agresso Web - Viewing Workflow Pane

Apr-2016
Procedure for viewing a workflow map on Agresso Web.

Authorised PC Specification

June-2018
Details the current University PC specifications.

Barclay Spend Management - Approvers

Jun-2013
How to login and approve credit card transactions/statements coded to your folders.

Barclaycard Spend Management - Statements

Jun-2013
How to login and update your credit card transactions/statement on-line.

ERPT Procurement Strategy

Aug-2019
The Edinburgh Regional Procurement Team (ERPT) is a recently founded regional procurement shared service. This document outlines the strategy designed to ensure legislative compliance with the Procurement Reform (Scotland) Act 20141 and other relevant legislation.

Guidance On Inventories

Feb-2014
Explains responsibilities (and reasons) for Deans and Directors to maintain a record of all assets in their area.

Key Travel Contact Details

Aug-2017
Contains contact details for the dedicated University reservations team at Key Travel.

Price Scorer

Aug-2016
A formulated spreadsheet for clearly showing lowest priced suppliers on Invitations to Quote.

Mobile Devices Departmental Contacts

Nov-2016
Who to contact to order new devices.

Procurement Journey

Mar-2014
Description of the procurement journey at Edinburgh Napier.

Procurement Thresholds

Aug-2019
Procurement Thresholds.

Purchasing Code of Ethics

Oct-2010
University staff involved in any aspect of purchasing, directly or indirectly, must be vigilant and comply with this code.

Quick Guide Corporate Card

Mar-2014
Corporate Card quick guide.

Quick Guide - Employment Status

Aug-2012
Quick Guide - explaining how to determine the employment status of individuals.

Quick Guide - Purchase Card

Mar-2014
Quick Guide explaining the use of University Purchase Cards.

Quick Guide - Redundant Equipment

Dec-2009
Quick Guide - explaining the University process for disposal of redundant equipment.

Quick Guide - Tendering

Feb-2014
Quick Guide - to the tendering process at the University.

Quick Guide - VAT for University Purchase and Corporate Cardholders

Jun-2014
A brief summary for University cardholders to ensure they code VAT appropriately on transactions paid via their card.

Requisitioning & GRN Approving

Jul-2012
How to approve requisitions and goods received notices in Agresso Procurement.

Requisitioning & GRN Processing

Jul-2012
Explains how to process requisitions and goods received notices in Agresso Procurement.

Requisitioning Guide

Dec-2017
Explains how to process requisitions and goods received notices in Agresso Procurement.

Slavery and Human Trafficking Statement

Jul-2016
This statement is made pursuant to Section 54 part 6 of the Modern Slavery Act 2015 and sets out the steps that Edinburgh Napier University has taken to ensure that slavery and human trafficking are not taking place in our supply chains or in any part of our business.

Suppliers Guide

Nov-2011
Guide to give suppliers a better understanding of the University’s procurement processes and explain how they can do business with the University to our mutual advantage.

Travel Bookers

Apr 2016
This spreadsheet provides a list of staff/Administrators who can currently book travel via our Travel partners on your behalf. Please be aware however the list is subject to change and is not exhaustive. If you require further information, we advise you contact either Andrina Gunn (ext 6006) or Chris Naismith (ext 6243) in the Procurement Team.
 

Treasury & Transactions

Document Name Version

Credit Note Request

Jul-2015
For a Credit Note please complete and submit this form to Sales Ledger.

Expense Claim for Externals (FIN4)

May 2016
Claim form to request reimbursement of travel expenses for those external to the University.

Foreign Payment Request (FIN6)

Mar-2013
This form enables University staff to request payment in a foreign currency or where the receiving bank in non UK, although a bank to bank transfer is more secure and the University preferred method.

GBP Funds Requisition (FIN5)

Dec-2011
A University Purchase Card should be used when purchasing goods and services, however this form may be used by staff to claim very "low value" out of pocket expenses. All original receipts must be attached (photocopies are NOT acceptable).

Sales Invoice Request

Jul-2015
For a Sales Invoice please complete and submit this form to Sales Ledger.

Staff Attending Course/Conference - Advance (FIN2) and Claim (FIN3)

Nov 2017
This file contains both an Advance form (FIN2) and Claim form (FIN3), for use by staff when attending a course, conference or other visit. The document also contains both a quick guide and process flow to explain how the process works. **This form has been updated inline with the country codes changes identified in October 2017.**

Overseas Subsistence Daily Rates for Expenses

Feb 2016
All overseas subsistence expenses will be reimbursed up to the maximum daily amount permitted by HMRC. These maximum daily amounts vary by country and city, and in the USA, by state.

Trip Number Allocator

Apr-2019
Trip numbers are the equivalent of requisition or order numbers and allow departments to control and report on travel trips in Agresso.

Debt Management & Credit Control Guidance

Nov-2016
Details the terms and conditions under which debts owed to Edinburgh Napier University are managed and controlled.

Expenses Claims Cut-Off Dates 2018

Jul-2018
2018 Submission and Payment schedule for expense claims paid via Accounts Payable.

Expenses Payment Procedures for Visiting Academics, Researchers & Students

July-2016
University Expenses Payment Procedures for Visiting Academics, Researchers & Students.

PO Number Required to Insure Invoice Is Raised

Jun-2015
The companies listed require a purchase order number on any invoice so, to insure your invoice is raised, this MUST be included on your invoice request. Please note this list is subject to change so you should always refer to the document online.

Receipt of Monies Guidance

Aug-2015
Details the terms and conditions under which monies received into Edinburgh Napier University is managed and banked.

Treasury Management Policy

Aug-2015
Defines the University's treasury management policies to provide effective control of risks associated with University cash flows, banking, money market and capital market transactions, allowing optimum performance consistent with those risks.

Travel Bookers

Apr 2016
This spreadsheet provides a list of staff/Administrators who can currently book travel via our Travel partners on your behalf. Please be aware however the list is subject to change and is not exhaustive. If you require further information, we advise you contact Chris Naismith (ext 6243) in the Procurement Team.

Travel Policy FAQs

May 2018
These FAQ’s have been drafted to assist in answering frequently asked questions relating to the reimbursement of expenses in the University Travel & Expenses Policy.
 
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Last Updated 17/May/2019 15:46