General administrative procedures

Invoices and Job Numbers

Request for an Invoice to be sent to a Company/Individual

If it is necessary for you to request that a company, individual or another Department of the University are billed you should obtain an Invoice Request form from the Finance office.

Under no circumstances should a document headed ‘Invoice’ be prepared and sent from the Department by anyone other than the Departmental Finance Office.

If you have been given a purchase order from the company or another Cambridge University department please attach the document to the invoice request form. Once completed, the form should be returned to the Finance Office.

A number of considerations need to be made prior to raising the invoice and dispatching it e.g

• does the activity conform to guidelines set out in the University Financial Regulations
• does the activity expose the University to risk
• does the activity risk the University’s charitable status

Having made these considerations and should everything be in order, Finance will raise the invoice on the Oracle UFS system. As soon as the invoice is raised the account/cost centre which you have nominated will be credited using the source of funds GAAA (outside of University) or GAAB (Other Cambridge Departments). The finance office will determine any Vat liability so it is acceptable to omit that when completing the form.

If for any reason the invoice should not be paid by the recipient then please note the funds will be removed from your cost centre.

Job Number Requests