FFLM Finance updates post audit
Post Financial audit and Data Protection processes audit, Jordan and I have had a look at our processes and how we can streamline things. This should reduce email traffic, and the number of places that we have things stored.
It also means we have an audit trail we can provide when the audit takes place.
Please click on the box to be redirected to the form it mentions.
Purchases / Services
Anything purchased over £200 requires three quotes. Please ensure this is done via the Purchase Equipment/Services request form
Purchase invoices
It is important that purchase invoices are sent to forensic.medicine@fflm.ac.uk and not to personal email addresses.
New Supplier
When we engage with a new supplier, they are required to compete a New Supplier Form
Any changes to suppliers i.e. change of address or bank details need to be submitted via email and then verified via phone.
Please note this can take several days and we are unable to make payments until the process is complete.
Staff/Volunteer travel
Travel for work related activity can be booked by the office please check with your line manager that you are eligible to claim travel and then complete the Travel Booking Form
Please complete the form 7 days prior to travel to ensure this an be completed. Not all tickets are available at purchase and some do need to be posted to the person travelling.
Expenses
Expenses for work related activity can be claimed via the Expense claim form, please note expenses cannot be re-imbursed without support documentation i.e. receipt that contains, date, item purchased and amount. Staff expenses are paid on the second or fourth Friday of the month. Expense claim Form
Invoices
A request for FFLM//IFAS to raise an invoice for any reason can be made via the Sales Invoice Request Form
Salary
The processing of salaries will be coming in house as our current accountants are retiring.
Salaries will continue to be paid on 25th of the month. Any overtime agreed and signed off by your line manager will be paid in the following month i.e. overtime in April will be paid in May. Please ensure that your annual leave sheets are kept up to date.
Absence forms should be on the day you return to work to ensure you are paid sick pay for those days.
Any changes to suppliers i.e. change of address or bank details need to be submitted via email and then verified via a teams call.
Pay runs
We are now processing two pay runs per month, the second and fourth Friday of the month. Please remember that ahead of an invoice being paid a new supplier form may need to be completed and the supplier set up on sage and the bank. The invoice needs to be processed, approved and payment set up. In exceptional circumstances payments can be made on an alternative date.