A to Z of the Finance Office

Source: https://warwick.ac.uk/services/finance/atoz/ Parent: https://warwick.ac.uk/services/finance/

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A
Abbreviations and Acronyms	Popular abbreviations and acronyms used throughout the University and Higher Education in general. This PDF list is maintained and distributed by the Equality, Diversity and Inclusion Team and the University Executive Office.
Accounts	See 'Financial StatementsLink opens in a new window'
Accounts Payable (AP)	Sub-section within the Finance Office, part of the Financial Control section. Includes guidance and information relating to Accounts Payable processes.
Accounts Receivable (AR)	Sub-section within the Finance Office, part of the Financial Control section
Anti-Financial Crime	Anti-Money Laundering Policy, Financial Sanctions Policy, Anti-Bribery Policy.
AP	See 'Accounts Payable'
Approved Suppliers	The list of approved suppliers is maintained by Procurement.
AR	See 'Accounts Receivable'
Authorised Signatories	See 'Delegated Authority Notification Forms'

B
BUFDG - E-Learning	BUFDG is the representative body for higher education finance staff in the United Kingdom. The University is subscribed to BUFDG ProLink opens in a new window. All staff have access to free e-learning modules. Further details on content and how to register.
C
Calendar	A calendar of key recurring activities by finance team. This document contains two worksheets. Note: If you are using Microsoft Edge, you may need to scroll up and to the left to access the information.
Campus Maps (virtual)	A virtual guided tour of the campus to learn more about Warwick, starting with University House.
CCSG Finance Team	CCSG Finance Team Section of the Finance Office providing accounting support to the Campus & Commercial Services Group businesses.
Central Service Charges (CSCs)	CSCs represent the indirect costs of the academic departments & commercial activities of the University - see GUIDE and link to CSC Scenario Spreadsheet on Group Accounting Team Resource page.
Champions	Nominated staff within a Department/Centre/Activity with the responsibility of disseminating information regarding the Financial Regulations and Procedures
Charity Fraud Awareness	The Charity Commission and Fraud Advisory Panel have come together to raise awareness of fraud and cybercrime affecting the sector and to create a safe space for us to start talking about fraud. Use our interactive guide to access all the relevant training, information and policies you need.
Christmas Subsidies	Information on contributions to the cost of staff Christmas meals/parties
Committees	Details of the formal committees of the University.
Concur	The University of Warwick expenses management system. If you are a Finance Office member of staff, please contact FinanceOfficeAdmin at warwick dot ac dot uk to set up your access. All other staff should contact their departmental administrator to arrange access. If you need further help and assistance then contact the Expenses Team - expenses at warwick dot ac dot uk or telephone on 024 76 523000 (internal ext: 23000). Office hours are 9am-5.30pm from Monday to Thursday and 9am-4.30pm on a Friday. Concur quick guideLink opens in a new window
Contact Us	Email resource accounts to all areas of the Finance Office. This page is intended to help direct queries to the appropriate team or person.
Continuing Professional Development (CPD)	Certified learning activities to develop and enhance professional skills and knowledge. For details of the courses available to qualified staff see the Finance Office training webpages.
Contracts	Contracts for non-research activities. The Legal and Compliance Services team review, draft and negotiate the University’s non-research contracts.
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D
Delegated Authority Notification Forms	Forms required in order to notify the Finance Office of delegated authority within a department or activity
Departmental Finance Manager	Allocated as the first point of contact between departments and central finance. The full list includes details of all departments they are the contact for and is also available under Departmental Services Team (DST).
Departmental Services Team (DST)	Section within the Finance Office. The Central Finance Managers within the team provide advice and support to all departments.
Deputy Finance Director (DFD)	Role within the Senior Staff section
DFD	See 'Deputy Finance Director'
DST	See 'Departmental Services Team'
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E
Email Distribution lists - Finance Office	The Finance Office uses a number of distribution lists when circulating information to departments by email. In order to ensure that information is reaching the correct people, this page lists nominated staff who should receive information in each category. Nominated staff are responsible for passing on information to other staff in the department.
Email Resources	Email resource accounts to all areas of the Finance Office. This page is intended to help direct queries to the appropriate team or person.
Employers Liability	Certificate of Employers Liability
Expenses	The Expenses team is part of the People Team. Email via expenses at warwick dot ac dot uk or telephone 02476 523000
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F
Finance Director (FD)	Head of the Finance Office and role within the Senior Staff section
Finance Forum	Group providing Departmental Administrators with finance related updates and opportunities for networking and sharing of best practice.
Financial Control	Section within the Finance Office.
Financial Control and Compliance Group (FCCG)	Information regarding the FCCG, and agendas and papers for FCCG members.
Financial Controller	Role within the Financial Control section.
Financial Details	Financial details of the University.
Finance Manager	Part of the Departmental Services Team. The first point of contact in the Finance Office for all Departments/Centres/Activities. For full details and contacts to all departments see the Departmental Finance Manager List.
Finance Office Group (FOG)	Finance staff meeting providing updates on a variety of finance related subjects to Finance Office staff and staff in finance roles in other departments across the University.
Finance Office Training	Finance Office training courses are facilitated by staff from the Finance Office. Courses are only available to University of Warwick staff. To book a place or contact the team to request training. Contact FinanceOfficeAdmin at warwick dot ac dot uk providing your name, department, contact number and details of training you need.
Financial Plan	Guide, instructions, and resources for the annual Financial Planning process
Financial Procedures	Procedures included as part of the University's Financial Regulations. The Procedures detail the way in which the principles must be applied.
Financial Regulations	Regulations governing all the financial transactions made by the University. Financial Regulations outline the principles that must be followed.
Financial Regulations Champions	Each Department has a nominated ‘Financial Regulations Champion’ who is responsible for disseminating information and providing advice and guidance on the Financial Regulations and Procedures. For more information about the role of Fin Regs Champions, nominating a Champion and training requirements.
Financial Sanctions Policy	The University’s Financial Sanction Policy.
Financial Statements	The University's Financial Statements for the last 5 years are available on this page.
Finance Office Newsletter	Internal newsletter for Finance Office Staff. Login required.
FODST	One of the Finance Office's shared directories (see 'Shared Directories') used primarily by the Departmental Services Team (DST)
FOFinCon	One of the Finance Office's shared directories (see 'Shared Directories') used primarily by the Financial Control section
Foh	One of the Finance Office's shared directories (see 'Shared Directories') used primarily by the Group Accounting Team (GAT)
Forms Library	Full list of Finance Office forms available.
Foshr	One of the Finance Office's shared directories (see 'Shared Directories')
Foundation	The Foundation is an independent trust which supports the activities of the University of Warwick and its students.
Fraud	Internal Audit webpage outlining responsibilities in respect of fraud. Includes links to FP3 Fraud & Bribery and also the University Whistleblowing Code of Practice.
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G
Graduate Finance Apprenticeship Programme	The University of Warwick ICAEW approved Graduate Finance Training Programme provided three year training contracts to qualify as an ACA chartered accountant Not open at present
Group Accounting Team (GAT)	Section within the Finance Office
Guides/Guidance	Part of the Resources section
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H
Housekeeping and Business as Usual Tasks	A list of SAP housekeeping and business as usual tasks to be completed by departments.
I
Import and Export Customs	Import and Export Customs Hub
Insurance	Links to details of the various the various policies held by the University.
Internal order	Cost collector Master Data Record in SAP (MDR6a form). For the creation of internal order codes.
IR35	Tax rules when engaging a company to provide the services of an individual (Personal service companies).
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J
Journals	Journal upload template for SAP, for both permanent and reversing journals
Jurisdiction Codes	Jurisdiction codes are used in SAP to control whether VAT can be reclaimed or not.
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L
Language skills	The Finance Office Admin team manages a database of Finance staff who speak other languages. Teams within the department regularly need to communicate with a wide range of people from different countries and there are occasional instances where communication may be difficult due to a language barrier. If you would like to volunteer and be added to the database to help out ad-hoc, please provide your availability, language speciality and proficiency (e.g. conversational, intermediate, fluent) to FinanceOfficeAdmin at warwick dot ac dot uk. If any translation/communication help is required by you or your team, contact Finance Office Admin.
Leadership & Management	Guidance and development opportunities in this section are designed to support Managers but may be of interest to all members of staff.
Legal and Compliance Services	The Legal and Compliance Services team provides legal advice to all areas of the University.
LexisNexis Report	Online form to request Lexis Nexis report on customer / supplier.
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M
Manual Cost Allocation	Manual Cost Allocation (assessment) upload Excel template for SAP.
Master Data Records (MDRs)	Forms to create, amend, or delete an SAP Master Data Record (MDR)
MDRs	See 'Master Data Records'
Modern Slavery Act (MSA)	Documents setting out the University policy on the Modern Slavery Act and the 'Annual Statement'.
Money Laundering	Anti Money Laundering Policy and Operational Guidelines.
Mnemonics	Departmental identifiers used by various University systems, including SAP
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N
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O
Organisation Charts	Organisation charts of the Finance Office
OPeRALink opens in a new window	OPeRA is The University of Warwick's e-Procurement System. (Online Purchasing electronic Requisition Automation).
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P
PCI DSS	Webpage currently being reviewed for update. Payment Card Industry Data Security Standard. The University is required to maintain compliance with the Payment Card Data Security Regulation. The PCI DSS webpage provides further information and guidance.
Period-End Dates	Details of how to obtain period-end dates from SAP.
Period End Instructions	Guidance on period-end processes.
Procurement Services	The Procurement Services Team is responsible for the delivery of the University's Procurement Strategy and ensures that the financial risks associated with University activities are minimised. If you have a link role for a department, it is recommended that you contact the Procurement Office for an overview of Procurement at Warwick, the support the team provides to Finance and Departmental colleagues and your key Procurement Office contacts.
Public and Products Liability	Public Liability Insurance Confirmation
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Q
Quarterly Accounts	The quarterly accounts and period-end timetables
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R
Research Finance	Section of the Finance Office which supports the accounting for research & related awards held by the University
Reserves	Journal upload template for SAP for reserves (reversing journals)
Resources	Collection of resources produced and maintained by the Finance Office
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S
SAP & Finance Systems	The SAP Team manages the University's finance system (SAP), along with the add on systems, PCards (purchasing cards) and OPeRA (procurement). Access, support and Training requests.
SAP & Finance Systems Website	The SAP & Finance Systems section maintain their own website independent of the main Finance Office website
Sections	A list of all Finance Office sections
Senior Staff	Section within the Finance Office
Shared Directories	Details of how to gain access to the Finance Office shared directories, and Foshr in particular
Socially Responsible Investment Policy	A policy developed to allow the University to pursue an ethical approach while minimising any negative impact on its investment returns.
Staff Directory	List of all Finance Office staff
Statutory Accounts	See Financial Statements
Study Support	Details of the study support available for Finance staff studying for their AAT, ACCA, CIMA, CIPS or SAP qualification
Systems and Access Directory	A resource guiding Finance staff to relevant webpages for further information on each system and access instructions.
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T
TAS	See 'Time Analysis Survey'
Tax Residency Certificate	A standard form letter obtained from HMRC that is requested by overseas customers.
Tax Strategy	University Tax Strategy
Tax Team	Section within the Finance Office
Time Analysis Survey (TAS)	Annual diary exercise conducted for the purposes of TRAC
Timetables	Quarter-end and year-end timetables
TRAC Guidance	Guidance on TRAC
Training	Finance Office Training webpage.
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U
University of Warwick Foundation	The Foundation is an independent trust which supports the activities of the University of Warwick and its students.
US Tax Form	A document that is required to ensure that withholding tax is not deducted from payments made to us by US organisations. It is also known as W-8BEN-E.
V
VAT SAP Codes	VAT SAP Codes are used to account for the appropriate VAT liability on transactions.
VAT Guide	A guide to VAT produced and maintained by the University's Tax Manager
VAT Information	Links to documents and general VAT information
VAT Jurisdiction Codes	VAT jurisdiction codes are used in SAP to control whether VAT can be reclaimed or not.
VAT number	The University's VAT number
W
W-8BEN-E	A document that is required to ensure that withholding tax is not deducted from payments made to us by US organisations.
Withholding Taxes	In certain circumstances funders or customers based overseas may be required to withhold a percentage of payments due to the University and pay that amount over to their local tax authority. This payment is referred to as a withholding or withholding tax.
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