Fancy putting your dexterity skills to the test?

We’re looking for fast fingers to help us trial the new mobile Travel and Expenses functionality in OneUniversity.

We’re giving away a £30 Amazon voucher in our latest competition. All you have to do is test your digital dexterity skills and complete an expenses claim form on your mobile, against the clock, using the new OneUniversity Finance solution.

We’ll send you a link to a video showing how to complete the expense claim. Contact business-transformation@dundee.ac.uk to receive your video link and arrange a time to visit the BT office at Heathfield to put your skills to the test!

Terms & Conditions:
Competition open to UoD staff only.
Entries close at midnight on Monday 30 July.
No alternative prize will be offered.
The winner will be announced on Tuesday 31 July.

Important changes to cash processing

Deputy Director of Finance Kevin Mallett

Monday 12 February marks three weeks and counting to delivery of the Finance stream of the OneUniversity solution on Monday 5 March.

Deputy Director of Finance Kevin Mallett shares some important news on changes to the processing of cash.

Cash office
The University has made great progress over recent years in reducing its cash transactions, with volumes handled from students and staff down by around 40% in the last 12 months.

The introduction of the OneUniversity solution will enable the University to continue to modernise its cash handling policies and processes. Two important areas relating to cash handling with the introduction of OneUniversity are:

• Staff requesting expenses reimbursement at the cash office desk
From Wednesday 28 February there will be no further staff expense claims made through the Cash Office. All approved staff expense claims will be paid in Sterling directly in to employees’ bank accounts by BACS.

• Foreign currency requests from staff which are facilitated through the cash office
Provision of cash funds across the counter, whether in Sterling or foreign currency, from the Cash Office will end on Wednesday 28 February. All approved cash advances will be paid in Sterling directly in to employees’ bank accounts by BACS.

I’ll issue a further update before the go-live on 5 March. In the meantime, if you have any questions, please direct them to business-transformation@dundee.ac.uk

Kevin

Expenses and requisitioning training dates

Requisitioning end user training kicks off on Monday 13 November and will continue up to Wednesday 29 November.

School Managers and Directors have nominated colleagues to take part in the training so that knowledge from those sessions can be cascaded to their teams.

Separate training sessions for Stores Management, Receipting and General Navigation will be held at Ninewells and Life Sciences. A wider education programme including a range of training resources are being developed and will be available before go live.

Training areas which will be focused on are:

  • General Navigation – completed
  • Requisitioning – starts on 13 Nov for staff nominated by their line manager (see below for dates)
  • Invoice to cash – dates announced soon
  • Pcard – dates announced soon
  • Chart of Accounts – further session to be arranged

Expenses drop-in sessions
Drop-in sessions will take place in the New Year where you bring your expenses along and we’ll help you process them.

Requisitioning demos

Requisitioning demos will take place on the dates below. Come along and see how to process a simple requisition.

  • Tuesday 14 November 3.30pm-4.30pm Dalhousie LF01 LT3
  • Thursday 16 November 3.30pm-4.30pm Dalhousie 2G11 LT4
  • Tuesday 21 November 10.30am-11.30am Dalhousie 3G02 LT1
  • Thursday 23 November 1.00pm-2.00pm Dalhousie 3G02 LT1

To-date we’ve held:

  • 10 general navigation demo sessions
  • 8 Chart of Accounts and the new string sessions

If you have any queries or feedback please email us at business-transformation@dundee.ac.uk

Show me the money

Claiming for expenses with OneUniversity

With OneUniversity you can submit your expense claims electronically, taking photographs of your receipts on your phone and uploading them with your claim.

By doing it this way we cut out the paper, and you get paid with less fuss.

What happens now?

You continue to submit expenses in the traditional way until 5:00 p.m. on Tuesday 21 November after which there will be a freeze on claims until we switch to OneUniversity.

After the go live date all claims must be submitted through OneUniversity. We won’t be accepting any further paper claims.*

Here are a few questions we’ve received recently:

Q: Do I have to submit my own expenses?

A: Of course we’d prefer people to take responsibility for their own expenses but we appreciate this is not always possible or the best use of time. OneUniversity will let you delegate your expense claim to another person to do on your behalf. It’s important to note that, whoever the delegate may be, the person who has incurred the expenses will be accountable for the eligibility of their claim.

Q: When will my expenses be paid?

A: Your expenses will be paid in the first payment run in OneUniversity. After that, the next weekly staff payment run will reimburse any expenses that fall under the pre-approval limit of £50. Expense claims requiring approval will be paid in the payment run after they’ve been approved.

Q: How are external expenses being managed?

A: For now, we’re managing external expenses in the same way as we do at present. You can submit an external claim form that has been signed off and financially coded using the new coding string to Accounts Payable. We’ll pay these claims in the same way as commercial creditors and include them in the payment run along with our suppliers.

We’re currently setting up business process management (BPM) forms so we’ll all soon be able to submit external claims online.

Q: How will I learn to do my expenses?

A: The solution is intuitive and easy to navigate so you’ll be able to familiarise yourself with it as soon as we go live. We’ll hold drop-in sessions all over the University where you can bring along your expenses and receipts and we’ll guide you through the submission process.

In addition to this we’ll be arranging sessions looking at the new coding string, as well as advanced training with staff likely to have some responsibility for putting in expense claims on behalf of others.

Q:  What about student expense claims?

A:  There will be no immediate change to how we manage student claims. We will, however, be amending the claim form to take account of the new coding string and moving towards and online submission process.

* Exceptions are travel insurance claims, removal expenses, taxable benefits and staff prizes.

PECOS Changes

What’s happening to PECOS?

We’ve had a few queries recently from people wondering what’s going to happen to Pecos when we launch OneUniversity Finance on 1st December, so we thought we’d explain how this will be done.

The three things you really need to know are:

1. We’re not technically switching off PECOS, but at some point prior to the 1st November all requisitioning rights will be removed.  This means you can still log in to PECOS and see your current and historical orders, but you will not be able to raise new requisitions or receipt previous purchase orders.

2. All orders that are open on PECOS from August 2017 to the time we remove requisitioning rights will be transferred to OneUniversity.  This means that any work on existing open orders will be carried out in OneUniversity.

3. All new requisitions from 1st December should be raised in OneUniversity.

Don’t worry, we’re keeping PECOS beyond the go-live date to ensure that we have contingency for any unexpected issues.

We’ll be issuing a timetable soon detailing what will be happening and when so that you know exactly what’s going on.

If you have any questions, please get in touch.

 

Finance and procurement training starts!

We have now completed our first training session on the OneUniversity Finance & Procurement solution, which kicked off on 29 August with two days of ‘General Navigation’ training.

We asked School Managers and Directors to nominate two members of their team to take part in Key User Training (KUT) and User Acceptance Testing (UAT). These sessions are taking place between 29 August and 2nd October.

What’s Key User Training and User Acceptance Testing?

Key User training is given to nominated staff who have good knowledge of the current system and will be using certain aspects of the new solution, whilst User Acceptance Testing is carried out to make sure that the system functionality actually meets the University’s requirements and is fit for purpose.

Those nominated will take part in one day of classroom based training which will be followed by a second day of testing. They’ll use the knowledge gained during the training, along with information provided by the Programme team, to carry out testing based on real-life university scenarios.

For a full schedule of KUT and UAT dates for Finance & Procurement visit our all-staff folder on Box.

How are we going to roll-out training?

We need to make sure that everyone who needs to use OneUniversity to do their jobs has the required knowledge and understanding from day one! Some people will need very specific training whilst others may just need an understanding of how to do a particular activity such as submitting an expense claim.

Our challenge is to make sure that everyone receives the appropriate training. We’ll do this through a mix of classroom-based training plus a range of support from videos and “how to” guides to drop-in surgeries.

Interested? We want to hear from you!

Do you have an interest in training or do you currently have responsibility for training others? If so, then we’d love to hear from you. Please get in touch.

More information about training will be posted soon so please check back soon!

 

 

 

 

Top Five Tips on Expenses

As you will be aware, the way that we process our Finance and Procurement is changing.  Part of this change will involve submitting claims for expenses, which will be done online.  Here are some of the questions that we are frequently asked at drop-in sessions on the new solution, OneUniversity.

Q: How do we deal with the expenses of volunteers and others who are external to the University?

A: For go live these will continue to be processed in the same way as they are done at the moment, that is, you complete an external claim form which will be authorised and passed to Accounts Payable. We will continue to pay these as sundry payments.

Q: How will we deal with claims for expenses under £50?

A: This applies to staff-only claims and this amount is still to be confirmed.  These claims will automatically be processed for payment unless a restricted item has been purchased. The staff member will be required to confirm that they have read and understood the reimbursement policy. There will be regular checks as part of the audit process.

Q: What do I do with my receipts?

A: OneUniversity requires you to upload valid receipts which can easily be carried out using a scanned image or a photo capture by smartphone. You don’t need to retain the original paper copy but you may choose to in the event of a query.

Q: What is the policy on alcohol?

A: • When a claim is submitted, the staff member has to confirm they have read and understood the reimbursement policy. This includes a clear stance on alcohol. If you submit, process or approve expenses claims, you must ensure you are familiar with this.

Q: How will I claim mileage?

A: OneUniversity will have the mileage rate automatically applied. Staff will be required to confirm to and from locations (preferably confirming post codes). Any claims over £50 will be checked by the relevant approver, with under £50 handled through the pre-approved expenses process.

For further information please contact the team on business-transformation@dundee.ac.uk