This google site created by the Civ/Mec Finance team has all the details you should need regarding expenses, purchasing and travel.
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
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:
PLEASE NOTE THAT WE WILL NOT BE ABLE TO PAY ANY EXPENSE CLAIMS IF THE ABOVE PROCEDURE HAS NOT BEEN FOLLOWED.
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.
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.
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/
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.
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.
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.