Overview
Located in room 6:B:32 on the Sighthill campus, the Treasury and Transactions team central role is the provision of front line assistance to staff and students in the key areas of Treasury, Sales ledger (Accounts Receivable), Purchase ledger (Accounts Payable), Fees, Credit Control, Cash and Banking.
We contribute to the general development of the University finance function including areas relating to fraud prevention, anti money laundry, and the Payment Card Industry Data Security Standard (PCI DSS).
PCI DSS
The University's dedicated PCI DSS webpage contains information about the worldwide data security standard governing the secure handling of cardholder details and compliance is mandatory with the university required to validate its compliance annually.
Treasury and Transaction Forms and Guidance
Treasury and Transaction forms and guidance are subject to change and therefore should always be accessed from the Treasury and Transaction section on the Finance A-Z documents page.
Brief description of each team listing their specific responsibilities.
Accounts Payable / Purchase Ledger
Responsible for ensuring all supplier invoices (for all the things that you order) are paid promptly, gate keeping and processing business expense claims, ensuring compliance with Customs and Excise (HMRC) and other legislation.
- Review and match Purchase Orders (PO) numbers to external supplier invoices (returning any invoices not quoting a University PO number);
- Processing external invoice, and reconciliation of supplier accounts and statements, within Agresso;
- Processing expense claims submitted by internal and external claimants and generation of resulting expense payments. (NOTE - Inter-campus and non-inter-campus mileage forms are processed by Payroll. Please see Payroll Information for further details;
Accounts Receivable / Sales Ledger
Responsible for transactional based processes within the Univerity's sale ledger, raising invoices and credit notes to companies and individuals for commercial activities undertaken by the Unversity or NUVL - from sound testing to conferences, printing to weddings.
There are a small number of departments who self-serve and input their own invoices, which are reviewed and produced by one of the team each Thursday.
To allow sufficient time for processing and generation of invoices and credit notes, all requests must be completed and emailed to Sales Ledger no later than 4:00pm Wednesday each week.
Cash & Banking
Responsible for the processing and banking of University income providing a comprehensive service including:
Banking of all cash and cheque income including foreign currency/cheques;
Issuing of receipts for payments received (if required);
Processing payments by credit card for tuition/residence/conference fees;
Identifying and correct allocation of payments received to the University bank account.
Credit Control
Provide effective and timely collection of tuition fee and commercial debt, maximising cash flow for all areas of the University and minimising the risk of unpaid income and bad debt.
Pursuing payment of student and sponsor debt for the University;
Pursuing payment of commercial debt for the University and its subsidiaries;
Negotiating payment plans with students and commercial debtors as required;
Managing debtor disputes and credit control agency referrals.
Fees Team
Provide a key point of contact for students and staff concerning tuition and accommodation fee payments, setting up payment plans, receipting payments, responsibilities include:
Ensuring students have accurate tuition fees generated on their student account;
Providing a key point of contact for advice concerning tuition and academic related fees, accommodation payments, setting up payment plans, and making payments;
Assist students experiencing difficulty in meeting their arrangements in paying tuition or accommodation fees.