Frequently-asked questions

Frequently-asked questions from Informatics staff regarding financial procedures

Please note

Much of the information contained here will change as of 22 July 2022. Please review the Contacts page for contacting the appropriate person for your concern.

What should I do if bank charges are going to be applied to a Foreign Currency invoice?

Where a supplier did not quote the bank charges or included them on the invoice, but you have engaged with them before and know bank charges are usually applied, the University can make a small adjustment to the payment value (with a note from the budget holder/payment approver confirming that the additional £X relates to expected receiving bank charges). This is for the few instances you know bank charges are applied and cause issues.

What is the University's (school) support for staff immigration fees (including settlements)?

In accordance with the University's immigration support policy, the School can reimburse visa and visa extension costs. In terms of settlement/residency costs, the University provides support for settlement applications in the form of an interest free loan, but not a reimbursement.

More information here: https://www.edweb.ed.ac.uk/human-resources/international-staff/international-staff/immigration-fee-assistance

The Interest Free Loan

Eligibility

You can apply for the loan if you are already employed by the University of Edinburgh or have received a formal offer of employment from the University

AND

 

  • you are applying for a Tier 1/Global Talent visa.

 AND

  • you have submitted the first stage of your application and received endorsement.

OR

  • you are sponsored by the University under Tier 2 of the UK’s immigration system.

OR

  • you are applying for UK residency or citizenship.

 

PhD Viva costs (visiting examiners)

  • Costs for examining activities and the associated travel and subsistence incurred by external examiners are covered by the Graduate School (approver is the Informatics Graduate School Manager; only reasonable expenditure within the UoE expenses regulations will be covered)
  • Multi-purpose visits where examining activities are combined with other institute business such as seminars or research visits can be shared between the Graduate School and the host Research Institute, by a mutual agreement. Agreement is expected before expenses/payments actually take place.

How to book courier on Informatics account

- Book with CitySprint, the contracted courier used by the School (account details are with institute-admin);

-Check with your Finance Administrator that funds are available, and once the booking is made, send the destination, date, cost and budget codes of booking by email to school-finance@inf.ed.ac.uk;

- School finance support team will then match CitySprint invoices to your purchase information.

Purchasing in the School of Informatics

Due to the University's No-Purchase-Order-no-pay policy, most purchasing takes place by raising a Purchase Order to the supplier, with the exception of purchasing by credit card where the PO route is not feasible. Contact the School's procurement team to procure goods and services, and in case of queries regarding the most appropriate way of procuring what you need.

How to make a purchase using the Informatics credit card

For credit card purchases, please use the form and instructions which are available here. This form must be submitted for all credit card purchases along with prior approval from the relevant budget holder.

How to claim relocation expenses

Any query regarding the process for claiming relocation expenses should be directed to UofE HR, either raise a Service Request on People and Money or email HRHelpline@ed.ac.uk.   HR would encourage users to use the Service Request portal on People and Money as it allows users to attach documents etc.

How to pay an off-payroll worker (e.g. consultant, guest speaker, industry specialist)

- Through purchase ledger (via an IR135 assessment) if self-employed /personal company (the individiual supplies an invoice for work completed)

- One-off tax free payment under £500 - via Accounts Payable, use AP form - if the payment is one-off that tax year, usually ad-hoc work.

Note, work can only be contracted if the individual has the right to work in the UK, therefore all payments are subject to the 'right to work in the UK' checks.

 

How do I collect APCs?

APCs in the School are to be collected by Finance Administrators via journal transfer periodically as appropriate per funder's T&Cs. The income side of the journal should be coded to account code 2321.