I probably don\u2019t need to remind you that we are now rapidly approaching the\u00a0end\u00a0of the Financial\u00a0Year\u00a02025-2026\u2026. on the 31st\u00a0July 2026.<\/p>\n
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The\u00a0year-end\u00a0date of the 31st<\/sup> July 2026 is critical for all\u00a0non<\/strong>-project announced research related expenditure, (i.e. not externally funded) as, although announced Research and Innovation expenditure is bound by the same financial rules, budgets for research projects are based on the period of the grant\/project, and not a financial year.<\/p>\n Spending Deadlines on non project spend<\/strong><\/em><\/p>\n Therefore if you are intending to\u00a0continue spending from the codes you have which are affected by the\u00a0financial year\u00a0end\u00a0(i.e. non- announced research project) usually with a job number beginning with 4xxxx or 5xxxx, or 9xxxx and non-external funded income, please be reminded that these costs need to be included in the current financial\u00a0year, and therefore any goods or services must have been ordered and\u00a0DELIVERED<\/strong>\u00a0by 31st\u00a0of July 2026 (and ideally invoiced too).<\/p>\n To ensure that there is enough time left to process the orders we already have, and for the orders to be delivered by 31\/07\/2026, please ensure you have forwarded your order requests to your normal request routes by Friday 03rd<\/sup> July 2026.<\/u><\/strong><\/p>\n In many cases for simple goods with short lead times this will be straightforward.\u00a0 If the lead time is not clear, please check with a supplier how long delivery would take at a maximum, to make sure that the required items are on the premises by 31st<\/sup> July 2026. \u00a0\u00a0We will have a lot of orders to process at this time too, so as long as the requests are made in time we will process them as soon as possible.<\/p>\n <\/p>\n Research and Innovation Projects<\/strong><\/em><\/p>\n Externally funded Research and Innovation Project orders or services on project numbers generally beginning with 1xxxx, 2xxxx or 3xxxx for research purposes, are unaffected<\/u> by this timeline, and will still be placed as normal and prioritised, be it as quickly as we can within the current workloads, as we more than appreciate the research must keep going.<\/strong><\/p>\n Please could you make sure that all outstanding invoices, expenses claim forms (including those related to the research grants\/Innovation awards) and timesheets are submitted as soon as possible during July, as we need time to process them.<\/p>\n <\/p>\n Foreign suppliers\u2019 invoices<\/strong><\/em><\/p>\n Foreign suppliers\u2019 invoices, i.e. in non-sterling currencies need to be with finance by the by the 10th <\/sup>July 2026, in order to be paid within the current\u00a0year.<\/p>\n <\/p>\n No PO\/ No Pay<\/strong><\/em><\/p>\n Colleagues are kindly reminded that the \u2018No PO (Purchase Order), No Pay\u2019 policy and process still very much applies, even at year end.<\/p>\n <\/p>\n Expenses claims<\/em><\/strong><\/p>\n I must also remind you as normal, these claims should not be over 3 months old either and not to claim for any physical items that FSS should and could have purchased for you.<\/p>\n Any claims after this date will need to briefly wait, and be submitted on or after the 1st August 2026, and this includes those on announced Research \/ Innovation related Projects too please, as there will still be time to claim on your project.<\/p>\n <\/p>\n Timesheet Staff<\/em><\/strong><\/p>\n Research Assistant \/ Hourly Paid Staff \/ PT teachers \u2013 Timesheets.<\/p>\n If you have been awarded any form of internal funding, which might have included a budget for research assistants (RA\u2019s) \/ or hourly paid staff, please can I ask you to remind your RAs \/ workers to enter their timesheet hours via Staff Connect within 30 days of working the hours.<\/p>\n All hours (both guaranteed hours and variable hours) must be claimed in this way and must be claimed within 30 days of the work having been undertaken. In exceptional circumstances claims will be accepted up to 90 days after work is undertaken. Failure to do so may result in pay being withheld.<\/p>\n Timesheets submitted and not approved by the 7th<\/sup> August, for hours worked up to and including the 31\/07\/26 will not be eligible to be processed for payment in August.<\/p>\n <\/p>\n Income Invoices<\/em><\/strong><\/p>\n If you have any outstanding requests for invoicing external organisations, please could you forward relevant information for raising invoices to finaccountsreceivable@kent.ac.uk<\/a> \u00a0email address as soon as possible.<\/p>\n \u00a0<\/em><\/strong><\/p>\n Income Journals<\/em><\/strong><\/p>\n If you have any outstanding requests for recharging other departments, please could you forward relevant information for raising these internal recharges by completing the Enquiries Form<\/a>, as soon as possible.<\/p>\n <\/p>\n The\u00a0year-end\u00a0date of the 31st<\/sup> July 2026 is just as critical to Estates and Hospitality, and so please ensure all purchase order requests are submitted as soon as possible, to be included in the current\u00a0year, and current practices for\u00a0year-end\u00a0remain as in previous years.<\/p>\n \u00a0<\/strong>Thank you in advance for your support and patience with this exercise.\u00a0 Please bear with us at this very busy time, we will get there, as our response times may be slower than we would like, at\u00a0year\u00a0end, which reaches all the way into the first weeks in August.<\/p>\n <\/p>\n Any problems please do just get in touch with the\u00a0\u00a0Enquiries Form<\/a>\u00a0\u00a0and we will see what we can do to help.<\/p>\n <\/p>\n <\/p>\n Summary<\/strong><\/p>\n\n
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Estates\/Hospitality<\/strong><\/h4>\n