Every financial transaction must be tagged with a Project, Task, Award, and Expenditure Type.




Expenditure Type

An activity, person, or group of people for which you want to track income and expenditure. A project can be broken down into tasks for more detailed tracking and reporting.

The source of funds. A classification of the type of expenditure or type of income.

More Detail




Expenditure Typ

A project can be :

  • Sponsored Research
  • Doctoral Training
  • Organisation Unit (e.g. department, faculty, team)
  • Academic (an individual person)
  • Student (an individual person)
  • Course (e.g. a degree programme)
  • Service (e.g. Glass Blowing)
  • Event (e.g. field trip, conference)
  • Building (for Estates & Facilities only)
  • ISD (for Information Service Division only)

Some additional project types exist for special purposes:

  • Balance Sheet
  • Corporate
  • Holding Account
  • NHS Billling

Sponsored Research Projects are broken down into tasks:

  • D-ANI
  • D-FEE
  • D-STU
  • D- All other
  • S- All salaries
  • X-IND
  • X-BIO
  • X-COL
  • X-HEF
  • X-OTH

ISD Projects are broken down into tasks:

  • ISD Capital
  • ISD Revenue

Building Projects are broken down into a number of tasks.

Most other projects have one task only

  • 100

Some departments have broken their projects into tasks for tracking purposes.

Types of funding include:

  • Core (the general UCL funding to be used for teaching and knowledge transfer, includes HEFCE  and other government funding and student fees )
  • Sponsored Research
  • Discretionary
  • Primary Purpose (related to Field trips, open days, student recruitment, staff recruitment, ISD network, editorial services, consultancy, short courses, conferences and cpd courses with open access)
  • Trading (sampling, private patient, consultancy, editorial services, short courses, conferences and cpd courses with closed access)
  • Donation
  • Endowment

Examples of types of expenditure are:

  • Academic salaries
  • Equipment purchases
  • Equipment maintenance
  • Lab consumables
  • Stationary & Office costs

Examples of types of income are:

  • HEFCE Teaching Grant
  • Full time UK UG Fees
  • Event & Conf Inc Education
  • Non-Medical Consultancy

See the full list of Expenditure Types

Selecting the correct PTAE


You will only be able to select projects that you have been given access to.  Clicking on the Search button (magnifying glass) next to the Project code field on the transaction entry screen will bring up a pop up window.  Click GO to see all your projects, or type part of the name surrounded by % characters to limit the projects that the search returns.

The full list of all the projects is available in the Projects, Tasks, Awards spreadsheet.  You can use columns A to F to filter the list to projects owned by your department.

You can find out which projects you have access to using the Project Code Validator from the Project Security tab.

To request access to a project, contact your Local Finance Manager or Departmental Administrator(DA).  You can find out who is setup as a Local Finance Manager of DA for your department in the Assigned System Roles spreadsheet.


Once you select the Project, the search pop-up box for the Task will list only the Tasks for that project.


Once you have selected the Project and Task, you will only be able to select from Awards associated with that Project and Task.

For Sponsored Research, there will be only one award to choose from. 

Where there is more than one, you may find it helpful to refer to the Awards by Activity Type page.

The Projects, Tasks, Awards spreadsheet lists all the combinations that have been setup.

To request a new combination, Local Finance Managers and DAs should submit requests via email to their school finance team using the Change to Projects Tasks Awards spreadsheet.

Expenditure Type

For iProcurement:

When raising a non-catalogue requistion, you are asked to select a Purchasing Category.  Each of these has been mapped to an expenditure type which will be displayed and you will not be able to change it. 

Items purchased from any of the stores (such as Science Warehouse) have been coded with a Purchasing Category. You will not be able to select the purchasing category or the expenditure type.

For iExpenses:

You select an Expenses Item.  Each item has been mapped to an expenditure type.  You will not be able to change the expenditure type.

For Sales Invoices:

You select a Sales Item.  Each sales item has been mapped to an expenditure type, which will be displayed.  If no expenditure type is displayed when you are entering the Project, Task and Award, you have selected an invalid Sales Item. 

For IDTs:

Choose from list of Valid Expenditure Types for IDTs.

For IDJs:

Choose from the list of Valid Expenditure Types for IDJs.

Why is this required?

In general, the PTAE is used for reporting, budgeting and forecasting to provide information to budget holders across UCL to support the financial management of the institution.

It is also used in the production of reports to statutory, regulatory and funding bodies.

The PTAE rules (known as transaction controls) are there to prevent people from entering transactions which are against the rules, some of which are imposed by our funders and other regulatory bodies, and some of which are generally accepted good practice in accounting.


Activities for UCL as a charitable HE institution fall under three categories which are reported and tracked separately:

  • Core
  • Research
  • Other

In addition, there are some activities which are reported under different companies as they are outside the remit of the charitable institution :

  • UCL Trading
  • UCL Residences

The award type determines which of these categories the transaction falls into.  This is important internally for budgeting and tracking purposes in departments and faculties as well as centrally.  Beyond that, getting this right is critical to meeting our statutory and regulatory obligations.

Expenditure Type:

Procurement Services also use the cummulative data from across UCL to identify volumes of spend on certain types of items in order to negotiate the best possible prices and terms from our preferred suppliers.

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Page last modified on 12 jan 17 11:03