Cash Payments Procedure Cash Payments Procedure

Under Financial Regulation 3.28 all payments made by the University for goods and services, other than wages and salaries or other emoluments of University office or employment, shall be made through the Accounts Payable Module (ACP) of the University's official Financial Management system or, where appropriate, by means of an authorised Purchase Card.

Under Financial Regulation 3.29 all payments of wages, salaries or other emoluments of University office or employment shall be made through the University's official payroll system.

As both regulations include the proviso 'except where specifically authorised, in writing, by the Director of Finance' this procedure is intended to cover the circumstances in which payments may be made in cash and the procedures that must be followed.

Contents

  1. Payments from Petty Cash

  2. Payment to Staff

    1. for work done

    2. for expenses

  3. Payments to Students

    1. for work done

    2. for expenses

  4. Payment to Others

    1. for work done

    2. for expenses

  5. Cash Payment Request Form

  6. Forms

1. Payments from Petty Cash

Small incidental disbursements may be made from your unit's official Petty Cash Imprest, so long as they follow the rules regarding what is and is not allowable as set out in Financial Procedure No FP003 'Petty Cash'.  Please note that payments for work done must never be made through Petty Cash.

Individual Petty Cash transaction values should never exceed £25 or such lower limit as may be set by an individual Spending Unit, in its own internal procedures.  Payments to be made in cash which are greater than this limit should be made from the Finance Division Cashiers Office.

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2. Payment to Staff

a) for work done

As all payments are to be made through the University's official payroll system no payments for work done will be paid in cash without the Director of Finance, Planning & Governance's specific approval.

b) for expenses

All staff expense are made through the UBW online expenses module.

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3. Payments to Students

Please note that other than for allocations from Hardship Funds no payments either by bank credit or cash will be made to any student who has University debts outstanding.  In such cases any sums due will be applied in reduction of that debt in accordance with General Regulations for Students 4(4).

a) for work done

Payments to students for work done for the University, should be made through the payroll who will process monthly payroll payments to students in accordance with the deadline timetable set out in the Payroll Calendar.  If the forms are submitted beyond the deadline date for a current month, payments will not be made until the following month.  Payments for work done must never be made through Petty Cash, nor included on Expense Claim forms.

When dealing with a survey/focus group/market research questionnaire involving many students where the expectation is that monies will be handed over on completion of the session Form UEA 1A needs to be completed and Form UEA 1B signed as a receipt.  Monies to make these payments will have been collected by using Form UEA 20.  For payments within this category countersignature of Form UEA 20 by a member of Finance Division staff with delegated authority from the Director of Finance, Planning & Governance is required.  The completed Form UEA 1A and UEA 1B must be returned to the Finance Division Cashiers Office within 21 days of payment being made.

b) for expenses

Disbursements made from personal resources are to be reclaimed using a Student Expenses Claim form (UEA 8).

For all properly completed and authorised forms received in the Finance Division by 4.00 pm on Thursday of each week the reimbursement will be sent directly to individuals' bank accounts to arrive by Wednesday of the following week unless there are intervening public or UEA specific holidays, when it will take slightly longer.

Exceptionally, where a student does not have a bank account, an expenses payment can be made in cash to the individual student in person at the Finance Division Cashiers Office.  This will only be made against the "Instruction to Pay Student or Casual Worker by Cash for Expenses or Work Done" form (UEA 11), completed for the relevant sections, from the Unit concerned.  The student will be required to produce their campus card as proof of ID before payment can be made.

Payments from Hardship Funds may be made in cash on production of the appropriate authorised form from the Student Support Services Office.  The student will be required to produce their campus card as proof of ID before payment can be made.

Apart from these exceptions no expenses will be paid in cash without the Director of Finance, Planning & Governance's specific approval.

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4. Payments to Others

a) for work done

Payments to others for work done for the University, should normally be made through the payroll using form UEA4, UEA4A or UEAPSC, "Personal Service Company Form".  This form, appropriately completed and authorised, should be sent to the Finance Division Payroll Office who will process monthly payroll payments in accordance with the deadline timetable set out in the Payroll Calendar.  If the forms are submitted beyond the deadline date for a current month, payments will not be made until the following month.  Payments for work done must never be made through Petty Cash, nor, included on Expense Claim forms.

When dealing with a survey/focus group/market research questionnaire involving many individuals, where the expectation is that monies will be handed over on completion of the session, Form UEA 1C needs to be completed and signed as a receipt - this is a HMRC requirement.

Monies to make these payments will have been collected by using Form UEA 20.  For payments within this category countersignature of Form UEA20 by a member of Finance Division staff with delegated authority from the Director of Finance, Planning & Governance is required.  The completed Form UEA 1C must be returned to the Finance Division Cashiers Office within 21 days of payment being made.

Apart from these exceptions no payments for work done will be paid in cash without the Director of Finance, Planning & Governance's specific approval.

b) for expenses

Disbursements made from personal resources are to be reclaimed using a Non-Staff Expenses Claim form (UEA 6).

The only exception to the above is where there is a combined pay and expenses payment (eg for external examiners or visiting speakers).  In these circumstances the UEA4/UEAPSC form should be used for both pay and expenses.

There may be a small number of other instances where cash payments to persons other than staff or students might be justified.  These include payment to short-term visitors from overseas who do not have UK bank accounts.  In these circumstances a "Cash Payment Request" form (UEA 20) is to be used.

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5. Cash Payment Request Form (UEA 20)

This form is the only form (other than the specific ones introduced elsewhere in this procedure) accepted by Finance Division Cashiers Office as appropriate authorisation for payment.  Any other form of request submitted will be rejected.

It should be noted that the "Cash Payment Request" form (UEA 20) must be the one used to action cash payments not allowed from Petty Cash or where the Spending Unit (including those in the Registry) do not have a Petty Cash Float.

The Finance Division Cashiers Office will not make payment unless there is sufficient detail shown to explain the transaction(s) and where appropriate the form is accompanied by receipts etc, supporting the transaction(s).

The Finance Division Cashiers Office will not make payment unless the person collecting the monies suitably identifies themselves by Campus Card, Passport, or a full new style UK Driving Licence, and signs for receipt.

Generally the recipient for the payment is named on the form and the Finance Division Cashiers Office will pay only to this person.  Where the form specifies that a person other than the named recipient will pick up the cash, payment will be made to that person once they have provided suitable identification and signed for receipt.

It should be noted that both the individual collecting the cash and the intended recipient must be someone other than the individual authorising the payment, or payment will be refused.

Where someone other than the recipient collects the cash they must obtain a receipt from the final recipient for the monies and such receipt should be passed to the Finance Division Cashiers Office within 21 days for retention with the Cash Payment Request Form.

Payments of £300 or greater require countersignature by a member of Finance Division staff with delegated authority from the Director of Finance, Planning & Governance.

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6. Forms

All forms referred to in this procedure are available in their latest versions from the Finance Division Web pages.