IBIS PROCESSES for PURCHASING and COMPILATION of SEUPB QUARTERLY CLAIM

All staff / students at all three partners must reference the complete guide to purchasing and compliance on IBIS Researchers Website

Prior to purchase, the online Procurement Request Form (on Researchers Site) must be completed for any purchase from Loughs Agency or University of Glasgow budget. This form held for records purposes within IBIS Smartsheet UoG PURCHASE LA QUB QUB staff forward details to IBIS Admin in advance of purchase. check by IBIS Admin * Evidence of framework agreements in place? * Proper procurement carried out and documented? * Organisational authorisation in place? IBIS Admin issues compliance confirmation

Personal expenses

UoG / LA / QUB

Claim form and receipts by QUB purchasing staff

Goods / services ordered

by IBIS Admin staff at SCENE

CHECKS by IBIS Admin * spend in line with expectation? * correct goods received / receipted * spend in line with expectation? correct goods received / * receipted * correct receipts * correct calculations * no ineligible / reckless spend * consistent with partner organisation own expense guidelines

PURCHASE QUERIES RESOLVED WITH Jennifer Dodd Paddy Boylan Kevin Wilson Liz Ashton Claimant

Invoice and expense payments released All checks are completed and queries answered before any payments are made by purchasing card

UoG costs Data extracted from Ledger Reports Expenditure type Data Source Revenue Agresso (UoG financial systems) - extracted by IBIS Finance Manager Capital extracted by Estates & Buildings; forwarded to IBIS Finance Manager UoG credit card LA credit card

LA costs Ledger extracts provided by Ann McPherson

QUB costs

Email request sent to QUB

Credit Card statements

Defrayal date determination COMPILATION OF QUARTERLY CLAIM

via Agresso

with assistance from LA admin or IBIS Finance Manager visit to LA Excel spread sheet completed by QUB, returned to IBIS admin

Excel sheet compiled by IBIS Admin

Partner claims reconciled to ledgers Unified claim document compiled

Data input to SEUPB online claims portal and submitted

Print generated for Declaration by Lead Partner Version 16:51 20.9.2012