Forms, Guidance and Policies

Annual Statutory Accounts

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

Agresso

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

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

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

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

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

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

Listing of Account Codes used in Agresso.

Procedure for viewing a workflow map on Agresso Web.

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

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

Explanation of the site codes used within Agresso.

Quick guide to running Web Reporting in Agresso.

Financial Accounting

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

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

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.

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

Finance Regulations & Policies

Statement of the University's principal accounting policies.

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

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

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.

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.

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.

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.

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

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

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

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.

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.

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

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).

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

Procurement

Form to complete to arrange a booking from Arnold Clark.

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

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

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

Contact the Procurement Team well in advance of any requirement likely to exceed £12.5K (excluding VAT) over the lifetime of the requirement. Please refer to the ‘Procurement Request Form Process Instruction’ for guidance on completion.

Guidance on completing the Procurement Request Form (PRF).

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

Form to complete and forward to Procurement to notify of redundant equipment.

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

Procedure for viewing a workflow map on Agresso Web.

Details the current University PC specifications.

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

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

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.

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

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

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

Who to contact to order new devices.

Description of the procurement journey at Edinburgh Napier.

Procurement Thresholds.

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

Corporate Card quick guide.

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

Quick Guide explaining the use of University Purchase Cards.

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

Quick Guide - to the tendering process at the University.

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

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

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

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

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.

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.

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

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

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

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.

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).

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

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.**

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

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

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

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

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.

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

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

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.

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.