Migrated Departments

• Standard PPAN type forms are used for expense claims and non invoice payments.

Forms in respect of reimbursements to staff are expected to be completed by claimants but if completed by others it is essential that the claimant signs the forms.

The forms are intended to be used as a source document for data input by staff in the migrated departments.

• Data input is similar to the input required for Supplier invoices but there is a separate invoice type ie expense report.

• If an individual is to receive payment then he or she must be set up as a supplier.

In the case of employees these will be set up Oracle NewFIS as both employees and as suppliers. The initial load and the updating of employee records on the system will be done automatically from the SPS (Personnel) system but there will be a facility to add employees in between the update cycle.

If non employees are to receive expense payments then they will need to be set up as Suppliers but the same expense claim screen will be used for data input.

• UCL staff expense claims and batches will need to be authorised as follows:

·         Forms must be signed by the claimant, then authorised and signed in accordance with the Financial Procedures.

·         After input to the system claims must be authorised on line by an authorised signatory.

After input to the system in migrated departments the original claim documents must then be sent to the Accounts Payable Section together with the batch report listing the documents enclosed. Accounts Payable staff will review the claims then arrange for payment to be made on the next available run (this is the ‘Tertiary Approval’ process in the Oracle System).

Non Migrated Departments

Standard PPAN forms are used for expense claims and non invoice payments.

Completed forms should be batched by Departments then sent to the Accounts Payable Section for input. In the case of Clinical Science Departments and some of the recently merged Medical Institutions data input may be by local finance offices rather than the central Accounts Payable Section.

Migrated departments may continue to follow the ‘old’ procedure, i.e. send batches of expense claims to Central Finance for input, if they do not wish to enter the data locally.

This page last modified June 3, 2011 by Web Editor