New Staff Induction Programme
- Finance
- Research Finance
February 2017
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
Introduction
– Adherence to regulatory
governance and legislation
– Providing a broad portfolio
of financial services
Excellence in teaching,
learning and research
– Maintaining financial
stability
Finance Division
Organisational Chart
Finance department
organisation
Budget & Management
Reporting
Operations
Rosemary Fogarty
Declan Hannan
RAM/Budgets
Monitoring activity
Management reports
Fees Office
Accounts Receivable
Ancillary Income & FEC
Purchase to pay process
Expenses
Payroll
Treasury including Bank & Cash
Financial accounts & fixed assets
Research accounts
Systems
Finance department
organisation
Budget & Management Reporting
Declan Hannan
RAM/Budgets
Monitoring activity
Management reports
Fees Office
Accounts Receivable
Ancillary Income & FEC
• Devolved Budget
• Annual budget cycle
• Income / Resource
Allocation via RAM
Budget Model
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 2015-19
– Strengthen the alignment between resource allocation and strategic
priorities
– Diversify income sources from academic, non-academic and
commercial activities
– Refine the annual budget process
Link Resource Allocation
to Strategic Priorities
RAM Teaching Allocation
RAM Retention Allocation
RAM - Resource
Allocation
Model
RAM International Student
Allocation
RAM Research Allocation
Budget Process - UL Devolved
Budgeting Model
Recruitment
Planning/Pay
Budget
State
Grant
Student
Intake
Income
Forecast
RAM
Devolved
Budget
Other
Income
Non Pay
Budget
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.
Diversify Income to Maximise
Non State Income
Total RAM Income Trend
Finance department
organisation
Operations
Purchase to pay process
Expenses
Payroll
Treasury including Bank & Cash
Financial accounts & fixed assets
Research accounts
Systems
Financial systems
ERP system
AGRESSO
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
Tribal
Student Fees
Self service
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
Purchase
to Pay
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
Typical tender Process
•
•
•
Complex area
UL based buyers run up between 20
and 30 tenders per annum
Large audit emphasis on procurement
process
Strategy
Contract
execution
Evaluation
Prequalification
& tender
documents
Award
decision
Contract
award
notice &
tender
report
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
Scan receipts
and attach to
online
claim**
UL Policy
applies
Online
submission
via Agresso.
Register as
online user
**For externally funded
projects original receipts
must be submitted
Equipment &
consumables
limit of €175
Use online
expenses for
professional
subscriptions
and
conferences
Weekly
payments
Online
approvals
via
workflows
HEA & Consolidated
Financial Statements
HEA accounts
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
Consolidated
financial
statements
Incorporate activities of subsidiary and associated
companies
Prepared based on GAAP
Audited by PWC as commercial auditors and C&AG
Research Finance
New Staff Induction Programme
– Research Finance
Research Supports Available
Departments
Faculties /
ADRs
Research
Office
Pre-Award
EU Project
Management
Research
Community
Finance
Post-Award
Library
HR
Institutes
Finance
Key role at all stages of the lifecycle of a Research Project
PreAward
Award
Post
Award
PreAward
•
•
•
•
Award
Post
Award
Budget
Funding Call guidelines
Budget Justification
Research Proposal Authorisation form
PreAward
•
•
•
•
•
•
Award
Post
Award
Cost centre set up
Agresso Access
Budget
Partner Budgets
Invoicing schedule for industry funded
Reporting frequency
PreAward
Award
Post
Award
Expenditure



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
PreAward
Post
Award
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
Research Awards
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
(Dervla Hogan)
Expenditure Approval, Research budget proposal support,
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
Thank You