Financial Services

Customer Service Statement

The Finance Department of the University aspires to achieve and maintain a high standard of customer satisfaction. 

 

Let Us Know What You Think Of Our Service

The Financial Services Department of the University of Huddersfield is continually looking to improve our customer service offering in line with feedback from our full range of customers.

To provide feedback that we can act upon please:

• Fill in our on line questionnaire

• or write to us at: 

Customer Service Feedback
Financial Services
University of Huddersfield
Queensgate
Huddersfield
HD1 3DH

 

If you would like to take up any matter you think is unsatisfactory about the service you have received from us, please refer to our simple-to-use Financial Services Complaints Procedure

If you're unsure which team in Financial Services to contact with your query, please see the information below

Procurement

Oversees the Procurement of all goods and services at the University, looking to achieve Value for Money and ensuring compliance with Public Sector Regulations. The Procurement Team also handle insurance for the University.

Email is - Procurement@hud.ac.uk

 

Purchase Ledger

Ensure all domestic and International invoices are registered and paid in a timely fashion

Email is - Purchase.Invoices@hud.ac.uk

 

Financial Systems Team

Are responsible for the maintenance, development and operation of the financial systems and all their related interfaces. Ensure that the systems are fit for purpose and provide the relevant reporting requirements to support the University's needs.

Provide the University with its financial ledger, sales and purchase ledgers in accordance with financial regulations. Provide a support and training resource to ensure users are fully supported when using the system.

Email is - FinanceSystemsSupport@hud.ac.uk

 

Student Finance Office

Responsible for internal financial reporting and audit preparation for all aspects of University generated income, collecting tuition fees and trade debts, including imposing sanctions and external collection if required. Invoice students and sponsors for tuition fees for all 6 schools, amend invoicing when changes to a student's record occur.

We also have a helpdesk in Student Central for all general student queries, and a confidential appointment service for students who want to discuss finance issues in more depth with our finance advisor. Advise students and prospective students on tuition fees and funding, assess applications to the Access to Learning Fund, assess students for the Huddersfield Scholarship, create new customer accounts and speak to prospective students and parents at Open Days and Applicant Visitor Days.

Email is - sfo@hud.ac.uk 

 

Student Records Office

The Student Records team is responsible for looking after the student record ensuring that course and personal details are correct throughout their studies. We also confirm student attendance and registration to Student Finance England (or Student Awards Agency Scotland or Student Finance Wales). We take care of student enrolment and re-registration for continuing students. We also assess a student's eligibility to study in the UK and fee status. The fe status determines the level of fee students are required to pay. We have a dedicated Student Records Helpdesk based in Student Central which is open during term time.

Email is - studentrecords@hud.ac.uk 

 

Data Returns

The team's range of responsibilities include creating and maintaining course data on ASIS and the SLC database, statutory reporting including HESA and ILR returns, the National Student Survey (NSS), FOI and DP requests and data quality generally

Email is - datareturns@hud.ac.uk

 

Insurance Team

All general insurance queries and travel risk assessment forms.

Email is - insurance@hud.ac.uk.

Financial Forms‌

Advance Claim Form  

Business Case for Hire of Consultant

Consultant Claim Form - Available through Human Resources Forms Page

Expenses Claim Form - (Employee Expenses Help Document ) - Employee Expenses Example

Foreign Expenses Claim Form (For Foreign Trips) -

New Customer Form

New Supplier Form

 

New User Form (2019)

Online Store (2019)

 

Sole Supplier Authorisation Form (2018)

SP:URS Form

Student BACS

Student Expenses

Supplier BACS Form

Wish List Form

Visiting Lecturer Form - Available through Human Resources Forms Page

Insurance

Finance Policies and Procedures

 

Financial Regulations

Procurement Manual

Protocols for proposed capital expenditure 

Protocols for proposed major developments‌

Treasury Management Policy

Anti-Money Laundering Policy

Corporate Social and Environmental Purchasing Policy

Credit Control and Debt Management Policy

Expenses and Benefits Policy and Procedure

Policy and Strategy Review Schedule‌ 

Anti-Bribery Statement

Anti-corruption, Bribery and Fraud Policy

Financial Services Complaints Procedure

‌‌‌‌‌‌‌‌‌Guide to Mini Competitions Under a Framework

IR35 Internal Guidance

Quotation Procedure & Templates

Supplier code of conduct

Tendering Procedure

Value for Money Report and Strategy

Budgeting and Management Accounting

The management accounting team supports schools and services in the management of their financial resources.

The responsibilities of the team include the provision of advice and support in development of annual school/service budgets; preparation of monthly finance reports in conjunction with schools and services, and the subsequent distribution of monthly finance reports; preparation of quarterly management accounts; and coordination of year end financial close-down.

The management accounting team also provides ad-hoc support where required to help schools and services to develop meaningful financial reports and output from the finance system, and assist with financial modelling.

 

Contacts for schools and services

 (extension numbers can be found in the contacts list on the main financial service web page.)

Name	Areas of responsibility
Allison Taylor	Computing & Engineering; Business School; Human & Health Sciences; Applied Sciences; Computing & Library Services; University Research Fund
Diane Webster	Financial Services; Research and Enterprise; Marketing; Student Services; International Office; Registry; HR; VCO
Phil McEwan	Tuition fee analysis, planning and forecasting
Troels Petersen	Arts & Humanities; Estates & Facilities; Catering Services; ETC Consortium
Maureen Chambers	VAT, Fixed Assets and Depreciation
Cath Barber	Treasury, Investments, Banking, Corporate & Purchasing Cards
Roo Sarwar	3M BIC Finance

 

 

Timetables

Financial Forecast Timetable 2025

 

 

Training Notes

 

Accounting Terminology Presentation

Budgetary Control for Non-Accountants

 

Other Useful Information

 

CIMA - A Guide to Devolved Budgeting

Office for Students

HEFCE website (Archived information prior to OfS)

 

Financial Benchmarking and Performance

 

University Financial Performance charts(these charts measure financial performance compared to UK mainstream universities i.e those with annual income exceeding £100m)

Internal Reporting timings

Financial Services Newsletter

Welcome to the April 2021 edition of the Financial Service Newsletter

Download the newsletter here: April 2021

Previous editions of the newsletter can be found below:

November 2020

December 2019

July 2019

March 2019 

December 2018

September 2018

Spring 2018

January 2018

Customer Service Excellence Achievement

Financial Services continue to hold the Customer Service Excellence Standard following re-assessment on summer 2019.

You Said We Did - Spring 2025

 

You Said: “The staff budget setting time spreadsheet takes too long to complete”

We Did: We have worked with HR to reduce the time which schools have to spend on it

 

You Said: “I’m struggling with the costs over Summer”

We Did: We have increased the amount in our Summer Fund, to help struggling students over the summer period

 

You Said: “I’d like to make payment in my local currency”

We Did: We now take payments in local currency or sterling, whichever is best for the customer

 

You Said: “I'm struggling to attend my appointment on campus”

We Did: We now offer appointments via Teams, alongside our existing campus appointments to improve accessibility

 

You Said: “Can you complete the profiling and accruals of recharges for our month end”

We Did: We now do this at the same time as our own month end

 

You Said: “I don’t know when to pay”

We Did: We have increased the communications we send to students regarding their Tuition Fee deadlines, offering support, guidance and appointments.

 

You Said: “It takes too long to receive my hardship fund payment”

We Did: We’ve implemented the Aspire system for all student hardship payments. This system was created with students in mind so offers a more user-friendly experience for students when they are retrieving their money and it has also allowed us to cut down on the time it takes students to retrieve their money once it is allocated to them.

Student Records:

• We aim to respond to all emails within 48 hours - we use an auto-reply with response times on all our generic mailboxes - “Please be aware that we aim to respond within 48 hrs, but when the team are very busy there could be a delay in responding to your message.” to manage expectations.
• We aim to report all students to SFE within 48 hours of them being enrolled/completing re-registration (excluding weekends). The registration file is run daily so it generally picks up and confirms students quickly (unless there are any errors on the SFE application or ASIS, this will cause a delay).
• Results of the survey were predominantly good as we have improved the pre-enrolment portal over the 3 years it’s been used.

 

Financial Services:

• We have an annual timetable for producing budgets and forecasts which is achieved each year, and it is published to assist colleagues across the University.
• All statutory financial returns were submitted accurately and on time, with no concerns raised by the OfS, UKRI, DfE, NSO or HMRC.
• Year-end audit points are listed and compared year on year, and meet all those within our control - this indicates how well we perform.
• All requisitions reviewed 3 times per week, ensuring a quick turnaround for University purchases.
• All new supplier forms reviewed within 7 days, usually sooner.
• Financial Systems Support log all queries and monitor how long it takes to complete each request - aim to improve response times by 20%.
• All insurance queries are acknowledged within 48 hours.

 

Student Finance Office:

• Bookable appointments available with an advisor 5 days per week (excluding closures and bank holidays).  Over 95% of students seen within 48 hours of booking appointment.  Appointments available in-person or online.
• 100% of applications to the Hardship Fund are fully assessed within four weeks, 80% fully assessed within two weeks.
• On average, over 100 students supported each month with appointments with a financial support advisor.