Finance

Financial Services is situated at the Beaconside site in Stafford with a cashiers' office on the ground floor of the Beacon Building at Stafford and also at the Flaxman Building, College Road, Stoke-on-Trent. 

• Finance Who's Who (PDF, file size: 34.45KB)  

• Finance Organisation Chart (PDF, file size: 20.3KB)

• Financial Regulations (PDF, file size: 180.56KB)

• Anti Fraud & Corruption Response Plan (PDF, file size: 41.68KB)

• Credit Control Policy (PDF, file size: 41.51KB)

Please click on the sections below for further information on the services provided.

You can now pay your tuition fees and accommodation directly via online payment . Alternatively, please find information on direct debits and direct debit forms below:-

• Tuition Fee Direct Debit Form (PDF, file size: 28.67KB)

For further information on tuition fees , please see money matters and tuition fees or contact 01785 353614.

For further information on student accommodation , please see Accommodation or contact 01785 353246.

Stafford: We have a Cashier's office at Stafford which is located in D001a on the ground floor of the Beacon Building. The opening hours are as follows:-

Monday to Thursday: 8.30am - 4.30pm
Friday: 8.30am - 4.00pm

Stoke: The Stoke Cashier's Office is located on the ground floor of the Flaxman Building at Stoke and is open as follows:-

Monday to Thursday: 8.45am - 12.30pm & 1.30pm - 4.30pm
Friday: 8.45am - 12.30pm and 1.30pm - 4.00pm

• 2011 Annual Accounts (PDF, file size: 1.48MB)
• 2010 Annual Accounts (PDF, file size: 425.66KB)
• 2009 Annual Accounts (PDF, file size: 440.49KB)
• 2008 Annual Accounts (PDF, file size: 422.44KB)
• 2007 Annual Accounts (PDF, file size: 931.02KB)
• 2006 Annual Accounts (PDF, file size: 281.34KB)
• 2005 Annual Accounts (PDF, file size: 262.13KB)
• 2004 Annual Accounts (PDF, file size: 494.31KB)
• 2003 Annual Accounts (PDF, file size: 348.93KB)
• 2002 Annual Accounts (PDF, file size: 435.36KB)  

Payments to suppliers for goods and services provided and to employees for travel and subsistence claims. Please see below links to policies and procedures and downloadable versions of all forms:-

• Travel Policy & Procedures (PDF, file size: 46.56KB)
• Employee Advances Policy & Procedures (PDF, file size: 26.23KB) (currently under review)
• Travel Expenses Claim Form (XLS, file size: 45KB)
• Manual Cheque Request Form (PDF, file size: 11.19KB)
• Computer Generated Payment Request Form (DOC, file size: 44.5KB)
• External Visitors Expenses Claim Form (PDF, file size: 19.34KB)
• New Supplier Request Form (PDF, file size: 11.62KB) (available on-campus only)

For any queries, please email expenses@staffs.ac.uk

Petty cash, up to £50, is available from either Cashiers' office during stated opening times, in accordance with the Petty Cash Policy (PDF, file size: 29.5KB) . Contact x3536 (Stafford) or x4412 (Stoke)

Income, Financial services,
Beaconside, Stafford
ST18 0AD

or e-mail direct to income@staffs.ac.uk with INVOICE REQUEST clearly stated in the subject line. Any attachments must also be sent with the e-mail. Purchase Orders must always be requested and a copy attached to the invoice request. Contact x3537

For any enquiries for cashiers operations, including the receipt of tuition fees and rent. Credit control operations, including the payment of invoices and the payment of student debt by instalments, please email income@staffs.ac.uk.

Buyers Guide: Purchasing at Staffordshire University has been established to provide a strategic input and added value with an overview to ensure buying is in the best interests of the University as a whole. The aim of this section is to advise all staff of the University's approved suppliers and share best practices in Purchasing. See the List of Approved Suppliers (PDF, file size: 23.22KB) . More purchasing policy guides are available below:-

• Purchasing Policy, Procedures and Regulations  (PDF, file size: 208.05KB)
• Sustainability in Purchasing (PDF, file size: 221.26KB)  
• Purchasing Guidelines (PDF, file size: 19.32KB)  
• Receiving goods in Oracle (PDF, file size: 5.7KB)
• Raising a requisition in Oracle (PDF, file size: 7.14KB)

Contact

In order to protect the commercial interests of the University, terms and conditions of contract have been written. These cover specific purposes and set out the terms in which Staffordshire University does business.

The clauses cover, for instance, payment terms, delivery requirements, health and safety and ownership of goods.

All orders raised and contracts established are in accordance with these conditions.

• Purchase of Goods (PDF, file size: 65.45KB)  
  For the purchase of all items used in the running of the University.
  
• Provision of Service Contract / Services  (PDF, file size: 56.34KB)
  For the provision of a service contract
  
• Purchase of Consultancy Services (PDF, file size: 63.42KB)  
  For the employment of consultants undertaking work on behalf of Staffordshire University
  
• Sale of Goods and Services (PDF, file size: 61.68KB)  
  For the sale to individuals or companies of items manufactured (by Staffordshire University) or contracts undertaken.

Contact

Unless a call off order against a contract supplier is required, University Standing Financial Instructions require evidence of competitive quotes being sought to support all orders raised over the value of £2,000. It is good purchasing practice to ensure alternative prices are obtained to help improve value for money from public funds.

To maintain impartiality, sealed bid tenders are recommended, giving all suppliers an equal opportunity. By giving them all the same specification, or list of requirements, they will be able to offer prices accordingly. Competition will help to ensure better prices than simply approaching one supplier.

For orders over £20,000 the assistance of David Glover, the University Purchasing Officer, must be sought to help draw up a formal tender including specifications, terms and conditions and arrangements for returning and opening bids.  This is especially important for orders over the value of £145,000 which will require competition in accordance with European Union Directives.

These EU Directives are enacted in English Law and apply to all Universities. They provide for fair and equal opportunities for suppliers in the member states.  Where orders are subject to this Directive the contracting University is required to comply with detailed rules on selecting tenderers, evaluating bids, maintenance of records and provision of statistics.

For orders up to £20,000, it is recommended that the Standard Invitation to Tender form is used: the sections requiring completion are:-

• Supplier's Name
• Supplier's Address
• Date
• Return Date
• Contact Name and Telephone Number
• Description
  

A date for return (preferably two weeks ahead) should be set and each company provided with a reply label showing this date and the address to which the bid is to be returned - the envelopes should then be kept secure and all opened at the same time.  The information provided by the chosen supplier may then be used to prepare an order which must be priced.

Contact David Glover for further details.

Responsible for the implementation of TRAC and fEC, administration and collation of Time Allocation Schedules, validation and costing of all externally funded activities, help and advice on completing EPFs. Please email transparency@staffs.ac.uk for any enquiries.

Contact

You will find below links to the investment approvals templates to be completed for all bids submitted to the Investments panel.

• Investments Template (with description) (DOC, file size: 132.5KB)

• Investments Template (DOC, file size: 111.5KB)

• Investments Template (less than £20k) (DOC, file size: 106.5KB)