V
University College Dublin
The Bursar’s Office -
Guidelines for School & Support – Unit Heads
Table of Contents
1.0 Introduction 1
2.0 Finance Office 2
2.1 Brief Description of the Office’s Functions as relevant to School/Support Unit Heads 2
2.2 Organisation Structure of the Finance Office 2
2.3 Key Contacts 2
2.4 Functions of the Finance Office 3
2.4.1 Financial Information & Assistance 3 School/Support-Unit Non-Pay Budget 3
2.4.2 Purchase Orders and Payment of Invoices 3
2.4.3 Staff Expenses 4
2.4.4 Research & School/Support-Unit Accounts 4
2.4.5 Capital Equipment 5
2.4.6 Disposal of Assets 5
2.4.7 Financial Planning & Resources Unit 5
2.4.8 Payroll 6
2.4.9 Procedures of the Finance Office 6
2.5 Further Information 6
3.0 Fees & Grants Office 7
3.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit 7
3.2 Organisation Structure of the Fees & Grants Office 7
3.3 Key Contacts 7
3.4 Functions of the Fees & Grants Office 8
3.4.1 Payment of Fees 8
3.4.2 Fees Concessions 9
3.4.3 Research Scholarships, Grants or Prizes 9
3.4.4 Student Exchange Agreements 11
3.4.5 Procedures of the Fees & Grants Office 11
3.5 Your Responsibilities 11
3.6 Further Information 11
4.0 Procurement and Contracts Office 12
4.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads 12
4.2 Organisation Structure of the Procurement and Contracts Office 12
4.3 Key Contacts 12
4.4 Functions of the Procurement and Contracts Office 12
4.4.1 Understanding the Procurement Rules and Application of UCD Procurement Policy and Procedures 12
4.4.2 Procurement Training & Development 13
4.4.3 Tender Advice and Support 14
4.4.4 Supplier Negotiations and Contract Management 14
4.4.5 Procedures of the Procurement and Contracts Office 15
4.5 Your Responsibilities 15
4.6 Further Information 15
5.0 Office of the Corporate & Legal Affairs Secretary 16
5.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads 16
5.2 Organisation Structure of the Corporate and Legal Affairs Office 16
5.3 Key Contacts 16
5.4 Functions of the Corporate & Legal Affairs Office 17
5.4.1 Legal Agreements, Institutional Signature and Custody of University Seal 17
5.4.2 Court and Legal Proceedings Advice and Support 17
5.4.3 Legislative Compliance 18
5.4.4 Company Secretarial Services 18
5.4.5 Loan or Gift Arrangements, Safekeeping of Original Documents 18
5.4.6 Enforcement Notices 18
5.4.7 Procedures of the Corporate & Legal Affairs Office 19
5.5 Your Responsibilities 19
5.6 Further Information 19
6.0 Records Management & Freedom of Information Unit 20
6.1 Brief Description of the Unit’s Function as relevant to School/Support-Unit Heads 20
6.2 Organisational Structure of the Unit 20
6.3 Key Contacts 20
6.4 Functions of the Record Management and Freedom of Information Unit 20
6.4.1 Records Management 20
6.4.2 Freedom of Information 21
6.4.3 Data Protection 21
6.4.4 Procedures of the Records Management and Freedom of Information Unit 21
6.5 Your Responsibilities 22
6.6 Further Information 22
7.0 Safety Office 23
7.1 Brief Description of the Office’s Function as relevant to School/Support-Unit Heads 23
7.2 Organisational Structure of the University Safety Office 23
7.3 Key Contacts 23
7.4 Functions of the University Safety Office 24
7.4.1 Insurance 24
7.4.2 University Health & Safety 25
7.4.3 Occupational Health 25
7.4.4 Environmental Compliance 26
7.4.5 Procedures of the Safety Office 26
7.5 Your Responsibilities 26
7.6 Further Information 26
8.0 Management Services Unit 27
8.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads 27
8.2 Organisational Structure of the Management Services Unit 27
8.3 Key Contacts 28
8.4 Functions of the Management Services Unit 28
8.4.1 IT Support for UCD’s Business Systems 28
8.4.2 System and Software Procurement 28
8.4.3 Business Consulting 28
8.4.4 Management Information Support 29
8.4.5 3rd Party management 29
8.4.6 Procedures of the MSU 29
8.5 Your Responsibilities 30
8.6 Further Information 30
9.0 Commercial Office 31
9.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads 31
9.2 Organisational Structure of the Commercial Office 31
9.3 Key Contacts 32
9.4 Functions of the Commercial Office 32
9.4.1 Conferences and Events 32
9.4.2 Catering Arrangements 33
9.4.3 Accommodation Hire 33
9.4.4 Commercial Licences 33
9.4.5 Procedures of the Commercial Office 34
9.5 Your Responsibilities 34
9.6 Further Information 34
10.0 Buildings Office 35
10.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads 35
10.2 Organisational Structure of the Buildings Office 35
10.3 Key Contacts 35
10.4 Functions of the Buildings Office 36
10.4.1 Procurement & Management of Large-Scale Capital Projects 36
10.4.2 Services & Facilities 36
10.4.3 Traffic & Transport Management 37
10.4.4 Security & University ‘Unicare’ Programme 38
10.4.5 Telematic Support 38
10.4.6 Landscape & Grounds 39
10.4.7 Buildings Energy Management System (BEMS) 39
10.4.8 Procedures of the Buildings Office 39
10.5 Your Responsibilities 39
10.6 Further Information 40
The Bursar’s Office – Guidelines for School/Support-Unit Heads
1.0 Introduction
This short guidebook has been developed to assist School/Support-Unit Heads in understanding the functions and services provided by the Bursar’s Office and to understand their responsibilities in relation to the Bursar’s Office. All units which fall under the responsibility of the Bursar as illustrated in the organisation structure below are included in this guide.
All of the offices or units illustrated in the organisation structure shown above are included in this guidebook, each in separate sections. Each section will be updated by the relevant unit to ensure that the information it contains is relevant and up-to-date. Each section has been deliberately kept as concise as possible, however it should nonetheless assist you in gaining a full understanding of the activities and services provided within the Bursar’s Office, in being clear and direct you to where more detailed information is located.
The guidelines and information provided in this handbook may need to be adjusted as a result of any University reorganisation and School/Support-Unit restructuring in the future.
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Finance Office
2.0 Finance Office
2.1 Brief Description of the Office’s Functions as relevant to School/Support-Unit Heads:
The Finance Office has responsibility for the overall management of the University’s finances. As illustrated below, the Office is divided between two main functions – Financial Management and Financial Planning & Resources. In addition to its main financial function, it provides information and advice to Principals and School/Support-Unit Heads to support them in meeting their financial management responsibilities.
2.2 Organisation Structure of the Finance Office:
2.3 Key Contacts:
Persons Responsible: Donal Doolan – Head Financial Management
Helen Miller – Head Financial Planning & Resources
Contact / Area of Responsibility / Telephone Number / Email / WebsiteFinance Office / General Enquiries / Ext: 1497 / / www.ucd.ie/bursar
Financial Management / Accounts Queries / N/A /
Expenses / Travel or other expenses claims / N/A /
Accounts Payable / Orders and Payments / Ext 1469 /
Payroll / Payroll Administration Enquiries / Ext 1682 /
A complete and up-to-date list of Finance Office staff may be found on the Bursar’s Office website at www.ucd.ie/bursar.
2.4 Functions of the Finance Office:
2.4.1 Financial Information & Assistance:
School/Support-Unit Heads have a number of financial responsibilities as summarised below:
· Management of the School/Support-Unit’s non-pay budget:
· Monitoring of School research or other accounts
· Monitoring and approval of staff expenses
· Maintenance of a register of capital equipment within the School/Support Unit
· Forwarding of sick certificates to payroll office
· Provision of unit cost information as required
Information relating to most of these activities are provided in monthly management reports prepared by the Finance Office. However further assistance and support may be required. The Finance Office is therefore also available to provide training or assistance in all matters of financial management or in the interpretation of financial information. Further information relating to School/Support-Unit financial management is outlined below:
2.4.2 School/Support-Unit Non-Pay Budget:
Each School/Support Unit is treated as an individual cost centre with an associated budget. The School/Support-Unit Head negotiates this budget (e.g. travel, supplies, tutor/demonstrator costs but excluding other staff pay costs) with the College Principal. Once the budget has been allocated, the School/Support-Unit Head has the following responsibilities:
· Ensure that only expenditure relevant to the administration of the School/Support Unit is charged against the School/Support Unit’s budget.
· Review progress against budget through monthly expenditure and budget report that is issued to all School/Support-Unit Heads by the Finance Office.
The finance office will assist School/Support-Unit heads in managing their budgets on request and will ensure that any surplus or deficits are brought forward (subject to approval by the Principal).
2.4.3 Purchase Orders and Payment of Invoices:
All expenditure chargeable to the School/Support Unit cost centre should be authorised by the School/Support-Unit Head (or a person nominated). University procurement policy should be observed and in this regard, the Procurement Office (www.ucd.ie/procure) provides advice on procurement policy or preferred suppliers, purchase orders and purchases exceeding a minimum amount.
· Placing an Order: A UCD order form should be completed and sent to the supplier in respect of all orders placed. Order forms are available from the Accounts Payable Office. The procedure for placing a purchase order may be found on the Bursar’s Office website.
· Payment of Invoices: UCD is subject to prompt payment legislation which requires the payment of invoices within 30 days of receipt of goods. Therefore it is important that invoices received are forwarded to the Accounts Payable Office as soon as they have been received into the School/Support Unit. The procedure for payment of invoices can be found on the Bursars Office website and the necessary coding slips which should accompany invoices are available from the Accounts Payable Office.
2.4.4 Staff Expenses:
The University’s policy in relation to travel expenses can be found on the website of the Bursar’s Office. The requisite forms for claiming expenses may also be found here. These must be completed by the claimant and authorised by the School/Support-Unit Head before being returned to the Accounts School/Support Unit of the Bursar’s Office.
· The School/Support-Unit Head is responsible for authorising the expense claims of School/Support-Unit staff members. It is important that the School/Support-Unit Head is satisfied that the expenses are genuine, properly vouched, and related to University business.
· Expenses incurred by the School/Support-Unit Head must be authorised by Principal of the College.
· When claiming expenses for mileage, the claimant must certify that they have appropriate insurance.
2.4.5 Research & School/Support-Unit Accounts:
School/Support-Unit Heads are responsible for research and other accounts related to their School/Support Unit. The Finance Office provides School/Support-Unit Heads with monthly reports regarding the status of these accounts which should be monitored regularly. Specifically the following requirements apply:
· The School/Support-Unit Head is responsible for ensuring that all of these accounts have an up-to-date budget in place.
· Deficits on research accounts which commenced after January 1st, 2001 will be charged to the School/Support Unit. School/Support-Unit Heads should confirm at regular intervals with staff members that there are no funding difficulties in relation to their research accounts. Staff members should inform their School/Support-Unit Head immediately after they become aware of a funding problem.
· School/ Support-Unit accounts should be kept in credit at all times. If deficits do arise, they will be charged to the School/Support Unit.
· School/Support Unit should ensure that accounts of staff members who are retiring or leaving should be either closed or transferred to another staff member. Deficits on School/Support Unital or research accounts should be cleared prior to the departure of the staff member.
Support in the management of research accounts is available from the Post Award Research Office who should be contacted with specific queries relating to the management of research accounts.
2.4.6 Capital Equipment
UCD is required to keep a register of all equipment owned throughout the University. The compilation of this register is coordinated through the Finance Office, however each School/Support-Unit Head is responsible for ensuring that an up-to-date register of capital equipment (computers, laboratory equipment, teaching equipment) is maintained within the School/Support Unit. The Finance Office will provide advice and assistance to a School/Support Unit on the most appropriate way to maintain an asset register.
2.4.7 Disposal of Assets
School/Support-Unit assets which should include assets purchased through School/Support-Unit research accounts should not be sold without the authorisation of the School/Support-Unit Head. All disposals should be made at the market value of the asset at the date of sale and should be notified to the Finance Office to allow the fixed asset register to be adjusted.
2.4.8 Financial Planning & Resources Unit
The University’s financial planning and resources unit plans and manages the allocation of resources across the University according to the University’s Resource Allocation Model. In addition, the unit also receives submissions for new initiatives, maintains the University’s Management Reporting Structures and prepares an annual unit-cost report for the HEA.
· Resource Allocation: Colleges and Support Units are allocated their budgets on an annual basis as determined by the resource allocation model. The model is fully transparent and a description of provided on the Bursar’s Office website.
· Unit Cost Model: The unit cost report determines the allocation of UCD’s block grant provided by the HEA. The preparation of this report is dependent on the provision of relevant information regarding student numbers, contact hours etc. from School/Support-Unit Heads. This information will be requested by the Finance Office and it is important that these are completed and returned as requested.
· Management Reporting Structures: These structures drive the content of the monthly management reports sent to all School/Support Units. Requests for additional financial reporting must come through a College Principal, not directly from a School/Support Unit.