1. FMS Updates Presented to Faculties/PS Jan – Apr 2016

2. 2 FMS : Nine Months On

3. Recap on some key operational areas FMS Reporting Q&A 3 FMS : Overview

4. Recap (1) Procurement Methods (2) Approval (3) Substitutes etc (4) Expenses & Advances (5) Suppliers (6) Requisitions, POs & Invoices

6. 6 Approval

7. AreaWho Approves? ExpensesSub Project Manager AdvancesSub Project Manager RequisitionDepending on set up/value could be staff with Fast Track or Delegated Authority or SPM If >£10k SPM must approve If >£25k SPM + 1 Other Request for PaymentAs per Requisition (Exc. Fast Track) Non Purchase Order InvoiceAs per Requisition (Exc. Fast Track) Purchase Order InvoiceApproval only required if Invoice exceeds pre set tolerance limits Purchase CardSub Project Manager or staff with Delegated Authority (exc. Fast Track) 7 FMS Approval

8. Approval Level 1. Fast Track (Up to and including £1k) Staff identified by HoD to be given Fast Track Approval status 2. Up to and including £10kStaff identified by HoD to be given delegated authority up to £10k 3. Greater than £10k (if levels 1 & 2 filled) to £25k Sub-Project Manager 4. Between £25,000.01 and £50k Project Manager 5. Between £50,000.01 and £100k Cost Centre Manager 6. Between £100,000.01 and £250kHead of Department /PS Director 7. Between £250,000.01 and £500kDean / Chief Operating Officer / Financial Controller 8. Between £500,00.01 and £5mChief Financial Officer / Vice Principal 9. Over £5mChief Financial Officer & Vice Principal 8 Approval Levels

9. 9 Substitutes, Supervisors & Proxies

10. Substitute Any FMS User with an approval role requires to have at least one Substitute (can have more than one) FMS User activates their Substitute When activated the Substitute receives FMS tasks to action 10 Substitutes, Supervisors & Proxies

11. Supervisor Required where the person initiating the transaction is also due to approve Above set limits individual cannot approve their own transactions Not activated like the Substitute but built into the approval workflow Only one Supervisor per Approver 11 Substitutes, Supervisors & Proxies (cont)

12. Supervisor & Self Approval Limits 12 Substitutes, Supervisors & Proxies (cont) Dept. Set UpSelf Approval LimitSupervisor Approval required Depts. where staff have Fast Track £1000>£1000 Depts. where staff do not have Fast Track £0>£0

13. Proxies Relevant only to Expenses and Purchase Card Proxy does not exist on Advances Proxy initiates the transaction on FMS & uploads supporting documentation Claimant /Card Holder still get task to review prior to approval Proxy does not ‘approve’ 13 Substitutes, Supervisors & Proxies (cont.)

14. 14 Expenses

15. Governance Overview Financial Regulations EXTERNALINTERNAL External Funding conditions Expenses Policy

16. 16 Expenses Policy

17. Staff, PG Students & certain HaSS UG Students Input expense detail & upload receipts directly onto FMS Claim sent for electronic approval in FMS Non Staff & UG Students Input expense detail onto new manual Claim form signed by Claimant Form & receipts submitted to Finance and uploaded onto FMS Claim sent for electronic approval in FMS 17

18. 18 Expense Types Expenses Policy

19. 19 Receipts

20. Sub Project Manager approves expenses Status of claim requires to be changed from ‘Draft’ to ‘Ready’ to progress Exchange Rate can be overwritten with actual rate incurred Itemise button now removed 20 Expenses (cont)

21. 21 Advances

22. Requester inputs request directly onto FMS Approver reviews and approves electronically Payment made directly to Requester’s bank account in Sterling 22 Advances – Request Stage

23. FMS flags any o/s advances on expenses entry screen Select advance to be reconciled via this claim Complete claim details Claim details less Advance will result in amount due to claimant OR amount to be repaid to University 23 Advances – Reconciliation Stage

24. 24 6. Suppliers

25. 25 6. Suppliers (cont) FMS enabled Suppliers –Suppliers mapped across for go live –New Supplier requests post August 2015 Sundry Suppliers –One off payments –Not enabled as a Supplier on FMS

26. Dept. initiate new supplier request Procurement Review Supplier Admin (Finance) Supplier provides further details Due Diligence (Finance) Final Review (Finance) Supplier FMS enabled 26 6. Suppliers (cont)

27. 27

28. Default delivery address First task in requisition workflow is back to the Requisitioner VAT Exemption requires change in Tax Code to PE Marketplace order ( no PO image) Non Marketplace order ( PO image available) Invoices should not be ‘attached’ to PO’s 28 Requisitions & Purchase Orders

29. Invoices received in Finance Electronically directly into fms-supplierinvoices@strath.ac.uk By mail - hard copy Other routes………….. 29 Invoices

30. 30 Invoices (cont) Electronic invoice Transferred from FMS Supplier inbox into V1 V1 ‘reads’ the invoice against info held on FMS Scanned invoice uploaded onto FMS Invoice then registered on FMS by Payments Team

31. Registration involves the matching of the approved PO, Goods Receipt and invoice info. If matched then invoice is given a status on FMS which will enable it to be paid If there is a mismatch between Requisition, Goods Receipt and Invoice or goods receipting has not been undertaken the invoice will enter workflow for further review/approval 31 Invoices (cont)

32. 32 GRNs

33. Set up of Requisition/PO Registration of Invoice Goods Receipt when goods received Goods Receipt within FMS task 33 GRNs

34. 34 FMS Reporting

35. How to run a budget statement How to check if things are paid Can we find out a final cost of a PO including VAT? Can we check what has been spent/committed and what balances remain? Which product codes open against which budgets? 35 Specific Questions

36. Q - How to run a budget statement Q - Can we check what has been spent/committed and what balances remain? A - See guidance re Budget Statementguidance 36 Specific Questions - Answers

37. Q - How to check if things are paid A – will depend what you are looking at: 1) Purchase Orders/Invoices – see Purchase Order Enquiry guidanceguidance 2) Expenses – see link on Expense Enquiry 37 Specific Questions - Response

38. Q - Can we find out a final cost of a PO including VAT? A – depends on the stage of the requisition: –At the time a Requisition is raised will only show the net amount – unless use Funds Check which shows gross (example –Once Requisition is approved and PO is created can check gross amount – use Purchase Order Enquiry, Gross Invoiced Amount 38 Specific Questions - Response

39. Q - Which product codes open against which budgets? A – Products are generally available to all sub projects – with exception of some products which not be available to all users (e.g. stock products for Estates). To see list of Products either use value lookup within entry screen or see Reports/Your Reports/General Information/Expenditure Products or Sales Products 39 Specific Questions - Response

40. Each dept should have a user who can create new sub projects and change sub project details e.g. sub project manager, description Will workflow to Finance to approve Issues with changing Cost Centre: - will be annual process in future - corrections required re transactions posted prior to change See Guidance ‘Managing Projects’Guidance 40 Managing Projects

41. Will workflow to Finance to approve (where required) Journal when transferring transaction (Income or Expenditure on Budget Statement), virement when transferring funds (Budget or Budget Transfers on Budget Statement) Issues with codes: - B codes – for virements only - generally use same account code for Dr and Cr (per original transaction normally) - for salary costs should use X5* code – not 5100 (see guidance re Salary costs on webSalary costs - Finance were initially reviewing journals prior to posting but this is no longer the case See Guidance ‘Journals and virements’ (incl. Approval)Guidance 41 Journals/Virements

42. Debit entry = expenditure = +ve Credit entry = income = -ve For a correction same account code as original Recharges and recoveries by PS departments have distinct accounts eg postages for use by Estates. Where department are recharging internally more appropriate to use original account code Meaningful narrative eg original transaction number Avoid journals with a large number of entries if these will go for workflow (e.g. different cost centres, different types of sub project, different account codes, insufficient funds) Rejected journal returned to raiser will always have debits first Can now delete journals if required (financial- systems@strath.ac.uk) include Delete Journal and Trans No in e- mail header).financial- systems@strath.ac.uk 42 Journals - issues

43. Funds increase = +ve Funds decrease = -ve Cannot transfer budgets to/from research or KE sub projects. Possible in some cases within same sub project between different activities (but some restrictions) Use budget account eg. B450 (check account for original transaction) Cannot amend saved virements therefore if not required approver should reject and e-mail originator to advise. Slight timing delay as Systems Team require to remove the batch 43 Virements - issues

44. Different users will see different reports Access based on cost centre Folders for: – Your reports – all users. Own sub project information plus some general information – Standard Department reports – restricted users. Department wide reports – Staff Cost Reports – restricted users. Staff cost detail reports See Guidance ‘Reporting on Web’ and List of ReportsGuidanceList of Reports Continually creating new reports and enhancing existing 44 Reports

45. When staff who are approvers leave need to ensure they are replaced on FMS e.g. if they were a sub project manager need to either close sub project or change sub project manager Alerts are now being sent to Cost Centre managers to let them know when such staff leave Faculty Accountant have contacted Cost Centre managers re changes required for staff who had left prior to alerts being created Substitutes – essential that if approver will be absent, and particularly if they are leaving, a substitute is assigned. See guidanceguidance 45 Leavers process

46. Updates will be provided on Knowledge HubKnowledge Hub Lots of guidance on Hub including training material and FAQs 46 Knowledge Hub

47. 47 Q & A