A reminder of the financial procedures at the University and the end of year timetable

Purchases

Administering the invoices takes time, so all purchases for this year should be done as soon as possible, especially if you are buying something for a project that is ending. Purchases made in December may not make it in time before the book keeping is closed for 2016. All invoices in SAP must be approved by January 9^th 2017 at noon in order to make it to the December book keeping. Purchases made with a First card in December don’t make it in time before the 2016 books are closed. So if you have a project that ends this year don’t make First card payments to it in December.

• Invoices– Remember to ask the supplier to write the profit center code (H5xx), the wbs-nbr and the the name of the person ordering on the invoice. (In international invoices also the VAT nbr FI03134717 must be mentioned) In EU-projects, the project name must also be mentioned on the invoice. The recipient of the invoice must always be the University of Helsinki (The auditors do not approve invoices that are addressed to a person or an other company etc.)

  https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=content_view&_nfls=true&contentId=HY274454

  • Example of reference: H500/7500001/Mäkinen, VAT FI03134717 (The university only has one VAT number) 
  • Profit centres in Kumpula:
    • H500 Faculty Office (H5001 common office, H5002 student office, H5003 , H5004 Luma Hki, H5005 Luma Suomi) 
    • H510 Department of Geosciences and geography (H5101 Biogeo science, H5102 Urban geography, H5103 Seismo, H5104 Geology and geochemistry) 
    • H516 Department of mathematics and statisstics 
    • H523 Department of computer science (H5233 HIIT) 
    • H528 Department of Physics (H5281 common, H5282 material physics, H5283 elementary particle physics, H5284 Atmospheric sciences) 
    • H529 Department of Chemistry (H5290 Verifin, H5291 Analytical chemistry, H5292 Inorganic chemistry, H5293 Physical chemistry, H5294 Organic chemistry, H5295 polymer chemistry, H5296 radio chemistry, H5297 Lab for instruction in Swedish, H5299 Chemistry teacher education) 
  • The person ordering must apply for verifier rights (asiatarkastaja) via HERO – so that the person ordering can verify the invoice on arrival. Verifying an invoice means that you see if the invoice is according to what was agreed, have the goods been delivered or the service been given. The person ordering also attaches participatory lists if the invoice is for food/coffee or restaurant visits.
  • Invoicing address
    • E-invoice: 003703134717, Electronic invoicing service provider: Opus Capita 
    • Email: hylaskut.FI.P.106151-4@docinbound.com (NB! One Pdf per invoice (attachments included), no body text in the email)
• FIRST CARD –The card holder attaches the receipts to the invoice themselves and must tell from what wbs the costs should be paid.
  • Every card holder must apply for verifier rights (Asiantarkastaja rooli) via HERO 
• Small purchases  paid for with personal credit cards etc. The money is refunded against a receipt. (NB, that we need the cashiers receipt including VAT info, credit card receipts without specifications are not enough). Fill in the form for small purchases and send one PDF containing the form and the receipts to hylaskut.FI.P.106151-4@docinbound.com 

  The form for small purchases can be found in Flamma:

  https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=content_view&contentId=HY274526&placeId=HY055964

  • Purchases over 30 000,- Remember competitive bidding process! 
  • Check the University’s blanket agreements for small purchases (phones, laptops, car rental, travel etc) https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=content_view&contentId=HY1002702&placeId=HY055558 
  • Approvers and verifiers of invoices, if you are on vacation at the beginning of next year /around New Years. Remember to activate the substitute role in your SAP so the invoices don’t get stuck! If you need help with this turn to your controller or Financial secretary

Travel

Travel claims must be done immediately after your trip- As the year turns to an end the 2 month time is not plausible as the costs don’t make it to the right years book keeping if not done and approved in time.

• Before your trip – always make a travel request in SAP.  Remember to fill in from what wbs the trip is paid. 
• After the trip – make your travel claim as soon as possible (within 2 months with the end of year exception). Attach the following files to your travel claim (pdf). (Recommended browsers Chrome or IE):
  • E-ticket or boarding pass 
  • The program for the conference/seminar/visit/trip 
  • The receipts for your costs (not First card receipts) 
  • If you have used taxi – explanation why
• Note that you should only add the costs that you have paid for yourself to the travel claim. If you have paid for something with the university’s First card, those costs should not be added to the travel claim. 
• The travel instruction and the Travel agent have changed. Read the newest travel instruction here: https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=pp_list&placeId=HYMIGR_B1_9146 
  • If you need help with SAP Travel turn to your controller or Financial secretary 

Sole TM time allocation

• Remember to mark/confirm your hours in SoleTM. If you are on vacation at the end of the year, please do so before your vacation, well in advance before the end of year. 
• Mark and confirm your hours before 31^st December 
• After the December hours have been approved it is not possible to make any alterations to the hours of 2016. 
• PI:s: Approve the time allocations for your own projects for the previous month in the beginning of every month (Do not approve your own hours, your supervisor does that). The December time allocations must be approved by the 4^th of January 2017! The auditors have given us remarks that the time allocations have not been approved correctly, remember that the approval of the department head is not good enough for the auditors and the financers if the PI repetitively misses to approve the allocations.