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A-Z of Financial Advice Notes (FAN)

These Financial Advice Notes (FAN) provide guidance for University staff on the basic principles and the detailed operational processes in these areas, to promote good financial management at the University.  If you are unable to find the information you are looking for, or think that a Financial Advice Note on a specific topic would be useful to your department, then let us know by submitting a request for a new FAN.

A

Accommodation (see also information required for purchases of travel, accommodation, events and hospitality)
Accommodation costs and Sheffield as an employee's normal place of work
ADC Biddable Equipment Fund (see budgets available outside main cost centres)
Alcoholic drinks (see information required for purchases of travel, accommodation, events and hospitality)
Annual staff events (see also information required for purchases of travel, accommodation, events and hospitality)
Guidance on Airbnb
Guidance on Sale or Disposal of University Assets

B

Budgets available outside main cost centres – Academic Departments only
Budgets remaining on research grants and contracts (see remaining budgets on research grants and contracts)
Building projects (see minor works allocated to Faculties)
UK Bribery Act and Facilitation payments

C

Capital Minor Works Projects (see minor works allocated to Faculties)
Catering (see also information required for purchases of travel, accommodation, events and hospitality)
Cheques for staff leaving or retiring (see staff leaving and retirement events)
Christmas parties (see annual staff events, see also information required for purchases of travel, accommodation, events and hospitality)
Collection for staff leaving or retiring (see staff leaving and retirement events)
Compensation for participating in research projects (see purchasing prizes, incentives, compensation or gifts from University funds)
Competition prizes (see purchasing prizes, incentives, compensation or gifts from University funds)
Curriculum Development Fund (see budgets available outside main cost centres)

D

Departmental events (see annual staff events, information required for purchases of travel, accommodation, events and hospitality)
Departmental reserve accounts (see Reserve Accounts Policy SIA 6)
Direct Debits
Document retention guidance for ERDF funded projects
Document retention guidance for Procure 2 Pay process
Guidance on making donations to other registered charities

E

Employee events (see annual staff events, information required for purchases of travel, accommodation, events and hospitality)
Events (see also information required for purchases of travel, accommodation, events and hospitality)

F

10 things everyone should know about the University's Financial Regulations
Faculty money for Minor Works Projects (see minor works allocated to Faculties)
Facilitation payments and the UK Bribery Act
Faculty reserve accounts (see Reserve Accounts Policy)
Field Trips and Field Research - Guidance on Travel, Accommodation & Subsistence Expenses and Payment for Local Helpers
Fuel for motor vehicles
Most misunderstood or ignored Financial Regulations or Procedures

G

Gifts (see purchasing prizes, incentives, compensation or gifts from University funds)
Gifts for staff leaving or retiring (see staff leaving and retirement events)
Gifts - Policy on Gifts and Hospitality
Gifts - Template Register of Gifts and Hospitality

H

Hospitality (see also information required for purchases of travel, accommodation, events and hospitality,)
Hospitality - Template Register of Gifts and Hospitality
Hospitality - Policy on Gifts and Hospitality

I

Incentives for participating in surveys or competitions (see purchasing prizes, incentives, compensation or gifts from University funds)
Information required for purchases of travel, accommodation, events and hospitality
Guidance on Insurance
Internal Trade - 5 criteria to meet for transactions to complete
Internal Trade - Raising Requisitions for Internal Trade and Stock items
Internal Trade - Where and when it is appropriate to be used
International Travel (see also information required for purchases of travel, accommodation, events and hospitality)

L

Lease for space or property
Leaving events for staff (see staff leaving and retirement events)

M

Minor Works Budgets allocated to Faculties

O

On-line purchasing and payments

P

Patient and Public Involvement
Pay and Reward Research Fund (see budgets available outside main cost centres)
Paying for on-line purchases (see on-line purchasing and payments)
Paying individuals, or organisations, for services they've provided
Paying individuals, or organisations, for services they've provided - Annex 1 - GP Services
PGR Enhanced Fees (see budgets available outside main cost centres)
Portable Media Devices - Guidance on purchase, use, safekeeping and eventual disposal
Purchase of alcoholic drinks (see information required for purchases of travel, accommodation, events and hospitality)
Purchasing prizes, incentives, compensation or gifts from University funds

R

Remaining budgets on research grants and contracts
Reports catalogue
Research Committee Projects (see budgets available outside main cost centres)
Research Grant budgets (see remaining budgets on research grants and contracts)
Reserve Accounts Policy SIA 6 (academic departmental and faculty levels)
Retirement events (see staff leaving and retirement events)
Revenue Minor Works Projects (see minor works allocated to Faculties)
Template Register of Gifts and Hospitality

S

Sales Invoicing - understanding the process
Sales Materials - using the correct one when raising a Sales Invoice
Guidance on Sale or Disposal of University Assets
Guidance on the application of Financial and Trade Sanctions
HE and Financial Sanctions Regulations
Sheffield as an employee's normal place of work
Staff events (see annual staff events)
Staff leaving and retirement events

T

Guidance on tendering procedures
Travel (see guidance on International Travel, see also information required for purchases of travel, accommodation, events and hospitality)
Travel and Accommodation costs and Sheffield as an employee's normal place of work

U

uBASE reports catalogue
Use of remaining budgets on Research Grants (see remaining budgets on research grants and contracts)

V

Vice-Chancellor Professorial Equipment Fund (see budgets available outside main cost centres)
Vice-Chancellor Start-Up Packages for named Academic Staff (see budgets available outside main cost centres)
Vouchers (see purchasing prizes, incentives, compensation or gifts from University funds)

Need Help or More Information?

Who to Contact
A Finance Manager supports Academic Departments or Professional Services Departments with queries relating to departmental expenditure and budgets for non-research activities. Research Finance provide support for academic departments for research activities.