Finance

Civ/Mec Finance Handbook

This google site created by the Civ/Mec Finance team has all the details you should need regarding expenses, purchasing and travel.

https://sites.google.com/sheffield.ac.uk/civmecfinance/home

Contact Details

Civil & Structural/Mechanical Engineering Finance Team, Sir Frederick Mappin Building, Room D121, Mappin Street, Sheffield, S1 3JD

Email: civmecfinance@sheffield.ac.uk

Tel: 0114 2227701

Opening Hours: Monday-Friday 09:00-17:00

April 2019 Driving Update

We have been asked to remind all Staff and PGRs who use their own vehicles to drive on University business that you must have valid business insurance and evidence this with the finance team.

With immediate effect, the procedure outlined below must be followed:

1. Confirmation from your Supervisor to use your own vehicle for University business purposes.
2. Before you use your vehicle, you must complete the Google form below - The form will ask you to:
   • confirm that you have read and understood the Work-Related Driving Policy and Procedures — available here
   • confirm that you have submitted a copy of your driving licence to the Finance Office at: Civil & Structural Engineering/Mechanical Engineering, D121, Mappin Building, Sheffield. S1 3JD
   • confirm that you have submitted a copy of your insurance documentation, showing evidence of business cover, to the Finance Office.

PLEASE NOTE THAT WE WILL NOT BE ABLE TO PAY ANY EXPENSE CLAIMS IF THE ABOVE PROCEDURE HAS NOT BEEN FOLLOWED.

Expenses

Student expenses should be claimed via the Student Expenses Form

Guidance notes are included with the form.

This should be coded and authorised by a supervising member of staff and original receipts must be submitted.

Student claims are paid on the first three Thursdays of the month.

Purchasing

Where possible, you should approach your supervisor to raise requisitions through the SAP system on your behalf. The University does not maintain a supplier list outside of the SAP system so your supervisor will have to assist you in finding our approved suppliers.

Please do not leave your ordering until the very last minute as orders have to go through an approval process which is not instantaneous. Companies may also offer next day delivery to domestic customers, but not in business-to-business transactions and deliveries may be delayed due to stock shortages.

Some of our most used suppliers:

Avus Metals and Plastics (v10320) – http://avusmetalsandplastics.co.uk/

Cromwell Tools (v10955) – https://www.cromwell.co.uk/

Dell (v11031) – http://www.dell.com/learn/uk/en/rc1059030/hied-solution

Law Universal Grinding (v24980) – Tel: 0114 2799777 or email les@lawuniversalgrinding.co.uk

Office Depot (v12761) - http://www.officedepot.co.uk/

Onecall/Farnell (v12782) – http://onecall.farnell.com/

RS Components (v13291) – http://uk.rs-online.com/web/

Rapid Electronics (v13133) – http://www.rapidonline.com/

Thorite (v17163) - http://www.thorite.co.uk/

Purchasing from a supplier who is not on our supplier list

Purchases can be made via the Departmental Purchasing Card where the sales company are not on the vendor list. Please do not requisition orders which require credit card payment as you will be asked to delete this requisition.

Ensure that the items cannot be purchased from any company on the University vendor list. Once you have confirmed this, please fully complete the credit card request form and email to civmecfinance@sheffield.ac.uk

The Finance Staff will then seek approval from procurement to use the departmental card for this purchase. If this is approved, the items will be ordered. If this is rejected, you will be advised by the Finance Staff via email.

Bookings for hotel rooms or conferences will also be made using the departmental card and for this, procurement approval is not needed.

Again, please do not leave this until the last minute. The departmental credit card has a credit limit and once this has been reached, the card cannot be used until the following month. The authorisation process may also take up to three days to complete.

Receiving ordered items

Goods will be delivered to the Civ/Mec Finance Office unless delivery elsewhere has been expressly requested (i.e. Mech Eng workshop, Pam Liversidge Building, LCCC at Beighton).

You will receive an email advising you that your parcel is ready to collect during opening hours.

If you collected your order personally or if it is for services or non-tangible goods (i.e. software), it is important to inform the staff that you have received the item and you are happy for it to be paid. The University will not pay invoices until they have been goods receipted and failure to inform them could result in the University account being placed on-stop.

Returning items

If your item has been delivered damaged or the wrong item has arrived, please contact the supplier quoting the information on the delivery note. Ordinarily, the supplier will arrange to courier out a replacement. Please leave any items for collection in the Porters’ Lodge.