1. New Staff Induction Programme Finance Research Finance
February 2017

2. Agenda Introduction to the Finance Department
Finance Organisation Structure
Briefing on the budget process or Resource Allocation Model (RAM)
Financial Services
Financial Support for Researchers

3. Introduction Excellence in teaching, learning and research
Adherence to regulatory governance and legislation
Providing a broad portfolio of financial services
Maintaining financial stability
Excellence in teaching, learning and research

4. Finance Division Organisational Chart

5. Finance department organisation
Budget & Management Reporting
RAM/Budgets
Monitoring activity
Management reports
Fees Office
Accounts Receivable
Ancillary Income & FEC
Operations
Purchase to pay process
Expenses
Payroll
Treasury including Bank & Cash
Financial accounts & fixed assets
Research accounts
Systems
Declan Hannan
Rosemary Fogarty

6. Finance department organisation
Budget & Management Reporting
RAM/Budgets
Monitoring activity
Management reports
Fees Office
Accounts Receivable
Ancillary Income & FEC
Declan Hannan
Devolved Budget
Annual budget cycle
Income / Resource Allocation via RAM Budget Model

7. Strategic Context
The Finance Department plays a key role in the development and delivery of the University’s Strategy that is set out in Broadening Horizons, UL strategic plan
Strengthen the alignment between resource allocation and strategic priorities
Diversify income sources from academic, non-academic and commercial activities
Refine the annual budget process

8. Link Resource Allocation to Strategic Priorities
RAM - Resource Allocation Model
RAM Teaching Allocation
RAM Retention Allocation
RAM International Student Allocation
RAM Research Allocation

9. Budget Process - UL Devolved Budgeting Model
Recruitment Planning/Pay Budget
State Grant
RAM
Devolved Budget
Student Intake
Income Forecast
Other Income
Non Pay Budget 9

10. Devolved Budget Executive Committee approves RAM allocations
Faculties/Divisions
Set expenditure budgets within RAM allocations
Ensure budgets plans are consistent with Strategic Plan
Finance
Co-ordinate and manage the budget process
Assess budget risk and propose budget strategy
Finance support maximisation of resources
Information, reports, analysis, budget management, training etc.

11. Diversify Income to Maximise Non State Income
Total RAM Income Trend

12. Finance department organisation
Operations
Purchase to pay process
Expenses
Payroll
Treasury including Bank & Cash
Financial accounts & fixed assets
Research accounts
Systems

13. Financial systems ERP system
AGRESSO
ERP system
Extensively used in the sector – used at 4 Irish Universities
On going development – current focus Purchase to Pay
Interact via online purchasing, online expenses and online flexible reporting (hierarchy of reporting
CORE Payroll
Highly integrated to CORE HR
Self service
Tribal
Student Fees

14. Financial systems Large payroll approx. 2,100 payslip monthly PAYROLL
Self service – access via link on HR website
Access – Personnel and Financial information, payslips, P60, pension information and hourly time sheets (Core Portal)
Approval of hourly paid – level 2 authoriser ensure correct pay rate used
Agresso online access for online interaction for purchase requisition and goods receiving, workflow approvals
Use contracted suppliers see Procurement website
Procurement thresholds apply
Invoices go directly to accounts payable 3 way match PO/GRN/INV
Weekly payment run (51 per annum) – Prompt Pay Act Applies
Supplier set up – form – need current tax clearance certificate
Purchase to Pay

15. Typical tender Process
Strategy
Pre-qualification & tender documents
Evaluation
Award decision
Contract execution
Contract award notice & tender report
Complex area
UL based buyers run up between 20 and 30 tenders per annum
Large audit emphasis on procurement process

16. Expenses Process up to 15,000 expense claims per annum
Ensure compliance with expenses policy
Weekly expense claim payments by EFT
Attaching scanned receipts to expense claims now available
UL Policy applies
Online submission via Agresso. Register as online user
Scan receipts and attach to online claim**
Use online expenses for professional subscriptions and conferences
Equipment & consumables limit of €175
Online approvals via workflows
Weekly payments
**For externally funded projects original receipts must be submitted

17. HEA & Consolidated Financial Statements
Required under the Universities Act
Prescribed format based on income and expenditure – excludes subsidiaries and associated companies
Capital expenditure included as expenditure
Reported on by PWC annually
HEA accounts
Consolidated financial statements
Incorporate activities of subsidiary and associated companies
Prepared based on GAAP
Audited by PWC as commercial auditors and C&AG

18. Research Finance
New Staff Induction Programme
Research Finance

19. Research Supports Available
Research Community
Departments
Research Office
Finance HR
Institutes
Library
EU Project Management
Faculties / ADRs
Pre-Award
Post-Award 19

20. Finance Pre-Award Award Post Award
Key role at all stages of the lifecycle of a Research Project
Pre-Award
Award
Post Award 20

21. Pre-Award Award Post Award Budget Funding Call guidelines
Budget Justification
Research Proposal Authorisation form 21

22. Pre-Award Award Post Award Cost centre set up Agresso Access Budget
Partner Budgets
Invoicing schedule for industry funded
Reporting frequency 22

23. Pre-Award Award Post Award Expenditure Reporting Overheads
Approve pay – recruitment packs, contract reviews, financial aid
Controlling pay commitment – Opportunity to automate
PR’s and expenses to available budget & eligibility
Reporting
Prepare and submit all funding reports
Consolidate for larger Centres
Overheads
Allocation of Research Overheads 23

24. Pre-Award Award Post Award Audits Ongoing throughout life of project
For multiple years after e.g. ERDF 2022
Multiple Agencies
Meet with PIs
Adherence to UL Policy & Procedures
Procurement procedures
Publicity 24

25. Research Awards 25

26. Research Finance – Contacts
Sandra Hammersley Management Reporting, Budget Management, Research budget proposal support, Financial Report approval, Expenditure Approval,
Overhead allocation
Thomas Vaughan Expenditure Approval, Research budget proposal support,
SFI, HEA, PRTLI, EU
Norita Moloney Expenditure Approval, Research budget proposal support,
(Dervla Hogan) EI, EPA, HRB, IRC
Patricia Bourke Expenditure Approval, Student Financial Aid Forms,
EU, DAFM
Teresa Kiely Audit file preparation, EI & Innovation Vouchers
Caroline Meaney New Cost Centre set-up
EI, IRC, InterReg
TBH Invoicing & Debtors
EI & IRC

27. Thank You