VAT CASE STUDY Research Support Spring Symposium 16 th April Jennifer Gilmartin Associate Director Research & Enterprise

Size: px

Start display at page:

Download "VAT CASE STUDY Research Support Spring Symposium 16 th April Jennifer Gilmartin Associate Director Research & Enterprise"

Maria Price
5 years ago
Views:

1 VAT CASE STUDY Research Support Spring Symposium 16 th April 2018 Jennifer Gilmartin Associate Director Research & Enterprise

2 Jennifer Gilmartin Associate Director Research & Enterprise Direct Line: Website:

3 PROCUREMENT RULES AND TOOLS Research Support Spring Symposium 16 th April 2018 Rob Hunt Head of Procurement Finance Department

4 Rules: Financial Regulations Tendering Thresholds Preferred Suppliers No PO, No Pay Further Guidance/New Website

5 Tools: York E-Purchase (YEP) New Suppliers Process Purchasing Cards Travel Booking Tools In-Tend/E-Tendering

6 Financial Regulations Main sections covering procurement are sections 11: 11. Non Pay Expenditure Procurement Procurement of all Goods, Services and Estates Works, irrespective of the source of funds, shall always be undertaken with the objective of optimising Value for Money (VfM). Heads of Departments are responsible for ensuring that all procurement activities are conducted in accordance with these Regulations and guidance And 13: 13. Capital Expenditure and Assets Definition Capital expenditure is expenditure on approved capital schemes and equipment as set out in the Capital Planning Processes. It includes: Projects greater than 20k Equipment purchases where the gross purchase price exceeds: 200k - externally research funded 20k - all other equipment

7 Tendering Thresholds 0-5k Proceed with the procurement using preferred supplier contracts or framework agreements where they exist. Where no preferred supplier or framework agreement exists, use an approved supplier already set up on YEP if possible. 5k- 25k Use preferred supplier contracts or framework agreements where they exist. Otherwise, competitive written quotations shall be sought from at least three suppliers, where the market structure allows.

8 Tendering Thresholds 25k- 100k for Goods and Services and 25k- 500k for Estates Works. Use preferred supplier contracts or framework agreements where they exist, complying with any framework agreement call-off and further competition procedures. Tenders shall be sought from at least three suppliers where the market structure allows for competition. Or complete Single Tender Action Form where competition impracticable. 100k + contact the Procurement Office.

9 Preferred Suppliers Mandated under Financial Regulations Small number of commodities, limited choice allowed:

10 No Purchase Order (PO), No Pay Mandated by Financial Regulations All invoices go direct to Accounts Payable Aim is to maximise automation of invoicing List of PO Exempt services including: Travel orders via preferred suppliers Staff expenses Purchasing card orders Direct debits e.g. for lease payments Books when ordered via Library Temporary exemptions including Jewsons, catering, some research grant payments, utilities

13 York E-Purchase (YEP) For all catalogue purchases (commonly-ordered products) that can be ordered via search, fill basket and check-out functionality For all free format orders (services and noncatalogue products) where YEP is the requisition/approval tool

14 New Suppliers Process Simple, online form to request a new supplier Used where supplier is not on YEP or where supplier has been archived (YEP archives all suppliers who have been unused for 15 months) Used by Procurement to credit check suppliers and ensure compliance with HMRC regulations (IR35) on engaging individuals and small companies

15 Purchasing Cards The secondary purchasing tool to YEP Used for small value, one-off purchases such as conference bookings, internet purchases Not to be used for purchases from preferred suppliers (YEP should be used instead) or for purchases that should otherwise be made from preferred suppliers e.g. IT equipment, travel

16 Travel Booking Tools The preferred way of booking travel Booking tools exist for NYS, Selective Travel, Enterprise Booking rail travel via NYS or Selective allows tickets to be printed onsite Booking via preferred suppliers allows the University to exercise its duty of care to staff, collect valuable management information (e.g. carbon footprint) and process orders/invoices efficiently

17 In-Tend/E-Tendering Useful for competitive tendering for medium/high value requirements or where regular competition is required Quick Quotes functionality allows tenders/quotes to be invited in less than one minute after training Procurement Office will train users or manage the e- tendering of medium/high value requirements on behalf of staff

18 Rob Hunt Head of Procurement Finance Department Direct Line: Website:

19 INSURANCE Research Support Spring Symposium 16 th April 2018 Matthew Cox Insurance Officer Health, Safety & Security Department

20 Employers Liability Public Liability Professional Indemnity Clinical Trials Property and Goods In Transit Motor Insurance

21 Liability and Negligence Employers and Public Liability Insurance are key covers within the University of York Insurance Portfolio. Covering it s Legal liability in respect of negligence on the part of the University and/or it s staff or students.

22 Employers Liability Insurance A legal requirement for employers to maintain a policy with a minimum limit of indemnity of 5 million for any one occurrence. The policy covers the University s legal liability for bodily injury or disease their employees may suffer in the course of their employment.

23 Public Liability Insurance Provides an indemnity to the University for Legal Liability in respect of negligence on the part of the University and/or it's staff or students to third parties for damages in respect of accidental bodily injury, death, disease or illness, and for any loss of or damage to property, which happens in connection with the business insured under the policy and occurs during the period of insurance. A 'third party' is anyone outside the company that the business has contact with - including, for example, people visiting the premises, watching activities that the business has organised and even passers-by.

24 Example Contract Clause 16. INSURANCE AND LIABILITY 16.1 The Hirer will be responsible for all loss of or damage to property at the Museum and for death or injury to any persons and/or loss of or damage to any goods, articles or property of any kind arising in connection with the Event caused by or in consequence of any act or omission on the part of the Hirer its agents, employees, contractors, guests, operatives or invitees and hereby indemnifies and will keep indemnified the Board against all such death, injury, loss or damage The Board maintains for its own benefit public liability insurance and requires that the Hirer takes out its own public liability insurance with a value of at least ten million pounds The Hirer shall ensure that they and any contractors employed in relation to the Event, shall carry suitable and sufficient insurance relevant to the activity for which they are employed in relation to the Event, shall carry suitable and sufficient insurance relevant to the activity for which they are employed including appropriate including appropriate Employers Liability Insurance Such policy or policies and if necessary and if the current premium renewal receipt for the same shall be produced to the Event Manager if requested

25 Professional Indemnity Insurance Indemnity for damages and claimants costs and expenses which the insured becomes legally liable to pay as a result of any claim made against the insured for breach of professional duty arising out of any negligent act, error or omission.

26 Clinical Trials Insurance No Fault Compensation Insurance for Clinical Trials and/or Human Volunteers To indemnify the Insured in respect of claims for compensation for bodily injury first made in writing against the Insured during the period of the policy in respect of trials undertaken

27 Property and Goods in Transit All buildings and contents are insured on an All Risks basis which includes accidental loss or destruction of or damage to property insured. Covering specified events such as fire, lightning, explosion, aircraft or other aerial devices dropped from them, earthquake, storm, flood, escape of water from any tank apparatus or pipe or impact by any road vehicle or animal. Property can be covered whilst in transit and temporarily away from the premises.

28 Motor Insurance The University of York Motor Insurance will only cover the Authorised Drivers of University owned and leased vehicles. In order to drive on University business you must first register as an Authorised Driver.

31 Matthew Cox Insurance Officer Health, Safety & Security Department Direct Line: Mobile: Fax:

32 Business Travel Research Support Spring Symposium 16 th April 2018 Jess Markham BA(Hons) PGDip MSc Grad IOSH Assistant Insurance Officer Health, Safety and Security Department

33 Earthquake in Mexico APRIL 2017 MAGNITUDE 7.1 KILLING MORE THAN 200 PEOPLE CREDIT - AWARDS/DESIGN/DEADLIEST-NATURAL-DISASTERS/

34 CREDIT-

35 Preventing A Disaster from the UK.

36 Travel Risk Assessment RISKS CONTROLS / MITIGATION Possible Harm Resources Required

37 Extreme High Medium Low

39 Insurers Health, Safety and Security Department Not Required This Photo by Unknown Author is licensed under CC BY-SA

40 Mitigation BASED UPON RED24 AND FCO SAFEZONE AUTO-TRACK EMERGENCY ASSISTANCE TRAVEL LOG BUSINESS TRAVEL INSURANCE COVER

41 Travel Log MANDATORY REQUIREMENT Abroad / UK Individual entry ACCESS TO UNIVERSITY TRAVEL INSURANCE

42 Business Travel Policy FREE WORLDWIDE (EXCEPTIONS) PRIMARILY MEDICAL SUBJECT TO EXCESS / LIMITS NEW SUMMARY OF COVER

43 Recap ASSESS THE RISKS AND TAKE ALL REASONABLE PRECAUTIONS REFERENCE RED24 AND THE FCO APPROVAL PROCESS SAFEZONE TRAVEL LOG TRAVEL INSURANCE

44 If It All Goes Wrong! 24/7 EMERGENCY ASSISTANCE TRAVEL CLAIM

45 Further Information INSURANCE WEBPAGES DSA / HEALTH AND SAFETY TRAINING Insurance-enquiries@york.ac.uk

46 Jess Markham Assistant Insurance Officer Health, Safety and Security Department

COVER FOR THE DAIRY FARMER

COVER FOR THE DAIRY FARMER WE OFFER THE FOLLOWING COVER ON THE SANTAM AGRICULTURE POLICY FIRE Damage or loss due to a power surge added to the sections Fire, Building Combined and Office Contents is limited