1. New Staff Induction Programme
- Finance
Research Finance
17th February 2015

2. Finance Division Organisational Chart

3. 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

4. Strategic Plan Objective
4 Enabling Themes
People
Resources
Quality
Communication
Resources – The Fundamentals
Ensure balanced budget outturns and payroll costs that are below 70% of total expenditure
Balanced outturn 2013/14
Pay = 69.6% of expenditure in 2014/15 budget
Include strong governance practices
Internal audit, code of governance, policies and procedures
Comply rigorously with regulatory requirements
University Act
And embed risk management in all our activities
Corporate risk register approved

5. Resources - Strategic Plan Objectives
The Implementation of the
Resources Enabling Theme
Strengthen Alignment between resource allocation and strategic priorities
Specify a revised annual budget process to improve completeness and transparency
Address how to diversify our sources of income to maximise non-state revenue

6. Link Resource Allocation to Strategic Priorities
Strategic Plan
Goal 1 Student Experience
Goal 2 Research
Goal 3 International Focus
Goal 4 Contribution to Economic, Educational, Social & Cultural life

7. Link Resource Allocation to Strategic Priorities
RAM - Resource Allocation Model
Goal 1 Student Experience RAM Teaching Allocation
Goal 2 Research RAM Research Allocation
Goal 3 International Focus RAM International Student Allocation
Goal 4 Contribution to Economic, Educational, Social & Cultural life No RAM allocation at present

8. Recruitment Planning/Pay Budget
Revised Annual Budget Process
Recruitment Planning/Pay Budget
State Grant
RAM
Devolved Budget
Student Intake
Income Forecast
Other Income
Non Pay Budget 8

9. 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.

10. Diversify Income to Maximise Non State Income

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

12. 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

13. 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

14. 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

15. 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

16. 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

17. New Staff Induction Programme
Research Finance
New Staff Induction Programme
Research Finance

18. Research Supports Available
Research Community
Departments
Research Office
Finance HR
Institutes
Library
EU Project Management
Faculties / ADRs
Pre-Award
Post-Award 18

19. Research Finance Cost Centre Management Funding opportunity Award
Budget
Funding Call guidelines
Research Proposal Authorisation form
Award
Cost centre set up
Authorised access
Hierarchy
Pension
Cost Centre Management
Expenditure:- Approve pay, PO’s and expenses to available budget
Reporting:- Monthly report to cost centre owner, HOD and Dean’s
Financial reports
Audits

20. Research Finance PRE-AWARD:- FUNDING PROPOSAL
Funding opportunity
PRE-AWARD:- FUNDING PROPOSAL
Assist in budget preparation, review and approve all funding proposals
Early input improves award outcomes
Budget guidelines for individual calls
Eligible and ineligible costs
Budget justification should be consistent with budget numbers
Salary scale information on website
Research Proposal Authorisation Form

21. Research Finance Award POST AWARD: BUDGET MANAGEMENT
Cost centre for each project and multiple cost centres e.g. Competence Centre
Responsibility of cost centre manager
Agresso has budget and remaining budget available information
On going throughout term of project and management within budget is the responsibility of PI
Pay and non pay expenditure & commitments – review ongoing
Budget reallocation required? Budget reallocation submission requires Finance sign-off
Monitor/approve pay commitments – Recruitment forms, Contract Renewals, Student Financial Aid forms
Invoicing Schedule for Industry Funded Research
Monthly reports to budget holder
Award

22. Cost Centre Management
Research Finance
POST AWARD:- REPORTING & AUDITS
Prepare and submit all funding reports
Time frames for submission of reports vary between agencies
Ensure only eligible expenditure claimed
Supporting documentation required for all expenditure
Time sheets and time declarations required for all projects, please ensure at the end of the project that you get these from all team members and retain
Cost Centre Management

23. Cost Centre Management
Research Finance
POST AWARD:- REPORTING & AUDITS
Note publicity requirements:- funding agency acknowledged and logos incorporated
Adherence to UL Policy & Procedures – Travel & Subsistence
Adherence to Procurement procedures must be evidenced e.g. retain copies of quotes, tenders (Procurement Training)
Auditors will generally wish to meet PI’s to discuss project
Cost Centre Management

24. Research Finance – Key Contacts
Research Accounts Office
Sandra Hammersley
Management Reporting, Budget Management, Proposal Support, Report approval, Expenditure Approval, Overhead allocation
Thomas Vaughan
Expenditure Approval, Proposal Support, SFI, HEA, PRTLI, EU
Patricia Bourke
EU, DAFM, Student Financial Aid Forms
Shay McAuliffe (Sinead O’Leary ML)
New Cost Centre set-up, EI, IRC, HRB
Eimear Bulfin
EI & Innovation Vouchers, Invoicing & Debtors
Patrick Greaney
EI & Innovation Vouchers, audit file preparation

25. Thank You