In reaction to the ever changing COVID-19 situation and to further streamline and improve processes within the Finance Transactions team, a number of changes will be made with immediate effect.
- The GC Finance safe will only be accessible during the hours of 10:00am – 1:00pm.
For colleagues who bring cash to Lee House for counting and banking please inform the Finance team at least 24hrs before with your intended arrival time, this also applies to colleagues attending Lee House to collect vouchers or petty cash cheques. This will enable the Finance team to make the necessary arrangements for your visit.
- The current ‘F32 – Ad Hoc Payment request’ form will be replaced with an online Unit4 version. This online form has been built with all the necessary workflows to mitigate the need to issue emails or log tickets for out of cycle payment and also obtain wet signatures from your Senior Management Team (SMT) member.
A weekly BACS run is performed, with payments issued to suppliers every Friday. Therefore an ‘Ad Hoc payment request’ must only be requested if it is business critical or reputationally damaging. You must ensure that the invoice you are requesting an urgent payment for has been processed and approved within Unit 4 before issuing the ‘Ad Hoc Payment Request’.
All payment requests must be approved by the requesters SMT representative within Unit 4 workflow and be with the Bank and Cash team no later than 10:30am for same day payment processing, anything received by the Bank and Cash team after 10:30am will be processed the following day. All ad-hoc payments will continue to require approval from myself, as the Chief Financial Officer, and we will continue to monitor these arrangements over the foreseeable future.
Here is some guidance on how to complete the processes on Unit 4, if you have questions please email Lindsay Smith.
We are aware that our most recent group communication from GC Finance regarding the ‘Finance Year-End timetable’ appeared to have landed into some people’s junk mailbox. If you didn’t receive this email, please review your junk mailbox and encourage your colleagues to do the same.