Financial Services
Financial Services Mission:
To support the recruitment and retention of students by maximising the investment of human and physical resources devoted to teaching and learning, so that the University's aims and objectives ("to offer high quality learning, enriched by research and engagement with our business and cultural communities, to all who can benefit") are achieved.
Key Information
Financial Forecast Timetable 2025
Year-End July 2025 - Instructions to Schools and Services
Contact the Finance Teams
See more on contacting the finance teams.
University Finance Information
See more on university finance information.
Forms
See more on forms.
Financial Policies and Procedures
See more on financial policies and procedures.
Insurance
See more on insurance.
Procurement
See more on procurement.
Finance Systems
See more on financial systems.
Budgeting and Management Accounting
See more on budgeting and management accounting.
You Said, We Did - Improving the Finance Services
See more about you said, we did - improving the finance services.
KPIs
See our KPIs.
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
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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
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
Insurance Team
All general insurance queries and travel risk assessment forms.
Email is - insurance@hud.ac.uk.
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
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
Financial Forms
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) -
Sole Supplier Authorisation Form (2018)
Visiting Lecturer Form - Available through Human Resources Forms Page
Finance Policies and Procedures
Protocols for proposed capital expenditure
Protocols for proposed major developments
Corporate Social and Environmental Purchasing Policy
Credit Control and Debt Management Policy
Expenses and Benefits Policy and Procedure
Policy and Strategy Review Schedule
Anti-corruption, Bribery and Fraud Policy
Financial Services Complaints Procedure
Guide to Mini Competitions Under a Framework
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
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)
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.