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Update on effects of move to Shared Services Centre PPUAC 21 October 2009
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Introduction STFC (and the other Research Councils) is moving many of its administrative procedures to the new RCUK Shared Services Centre This is an update of present status and developments expected over the next few months Focus is on aspects relevant to UK University collaborators, particularly: –Travel claims –Budget reports –Procurements If questions arise during the talk they can be addressed to me or Anne-Marie Bromley (RAL retained Finance)
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Schedule Initial “Go-live” within STFC this week –But initial scope now reduced to HR functions i.e. relevant to employees but not external users “Go-live” for most Finance functions now rescheduled for December –iExpenses (Claims + GPC) –iProcurement, Budget reports, etc Precise date to be confirmed, but expect a freeze of ~3 weeks in financial processes at switch over
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Travel Claims Some evolution in proposed submission mechanisms For most claims you should not see any difference compared to the current system. –i.e. claimant sends to RAL-PPD: A “paper” visit notice prior to any foreign trips After the trip a paper claim, together with any required receipts The claim will be checked at RAL against the visit notice If there are issues they will be raised with the claimant/budget holder as necessary The claim will then be forwarded to SSC for payment –This step will use a special secure courier service SSC will then pay the claim
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Travel Claims - 2 Hopefully the checking at RAL will pick up most problems But before payment SSC check that the claim conforms to their guidelines –appropriate rate claimed, all required original receipts attached, etc If a problem is found the claim will not be paid until the issues are resolved. Mechanisms for this not yet defined – may be handled directly between SSC and claimant, but may involve RAL as an intermediary –RAL staff will be available if needed Claims normally paid in GBP to a UK bank account However, exceptions to this should continue as now
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Budget Reports/Procurements Accessing Budget Reports and/or raising STFC Procurements will need access to the SSC Oracle system. This requires: –a VPN connection into an STFC site (RAL or Swindon) –Web browser (IE validated, but others should be OK) –a specific SSC userid/password Will move later to a single sign-on so that RAL federal-id/password will be enough Procurements normally via an extensive “catalogue”, but there is procurement team at SSC to handle purchases not in the catalogue System contains various tools to generate standard and custom budget reports –But quite a lot of changes in terminology, structure and details
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Training Training has just started for iProcurement and Projects (covers Finance) – at all of the STFC sites A very few PPD staff have attended, initial feed-back –iProcurement – appropriate for people who place significant orders (in number or value) –Projects – current courses focus too much on internal details, not yet appropriate for typical PP user who just needs to monitor/control spend on a budget This will evolve, but recommend that you do not sign up yet even if invited Please contact fred.wickens@stfc.ac.uk if you believe you will need trainingfred.wickens@stfc.ac.uk
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