Service Level Agreement

Introduction and purpose

This Service Level Agreement outlines the core services delivered by the Finance team to the Schools and Support Departments of The University of Northampton. It's purpose is to define the level of service other departments can expect on a day-to-day basis.

Services to be delivered

Income

• Co-ordination and preparation of the definitive list of The University of Northampton's tuition fees for circulation throughout the institution and the collection of data to ensure accurate billing of overseas students, health authorities and students in residence.
  Verification that all income due to The University of Northampton is billed accurately against information provided in accordance with agreed time scales.
• Provision of effective arrangements for the collection of billed and unbilled income including the provision of a cashiering function at both campuses.
• Responsible for activity relating to the section's contribution to the contracting, billing and account maintenance relating to students in The University of Northampton's Halls of Residence.
• Co-ordination of the annual refunding of damage deposit balances and preparation of refund requests for overpaid fees and rent.
• Responsible for the management of the Student Loans Company account including the reconciliation of income received with income billed and the resolution of queries relating to individual students.
• Responsible for the raising of all invoices and credit transactions from sales and credit requisitions and student billing records.

Payments

• Supplier invoices: Prepare, input and pay supplier invoices via BACS, cheque, credit card and direct debit/standing order within a bi-weekly cycle
• Staff expenses: Process staff travelling and subsistence expenses within published timescales and in line with current expense policy
• Construction Industry Scheme: make deductions from payments to eligible suppliers and compile returns for submission to the Inland Revenue
• Provide guidance and training to staff on the payments process
• Cheque requisitions: Raise cheques in line with correctly authorised paperwork
• Arrange foreign currency and travellers cheques for overseas visits

Credit control 

• Ensure that all The University of Northampton debts are promptly followed-up in accordance with agreed procedures and that, where appropriate, The University of Northampton staff are informed of the existence of the debt to avoid the extension of further credit or services.
• Employ outside debt collectors to chase long term debts

Management accounts

• Management Accounts: monthly preparation and production of management accounts including timely and accurate dissemination of information to heads of department
• Budgeting: coordination of the detailed preparation of the annual budget for The University of Northampton 
• HESA Finance Return preparation
• Cash flow management.
• VAT return preparation
• Operate a cross-charging system between schools when services are provided by one school to another
• Check all HRRA requests are fundable out of existing budget
• Provide professional support to the School Accountants so that they operate to a consistent service standard, are appropriately trained, and have ready access to more experienced and qualified centrally based finance staff

School accountants

• Assist Dean/School Managers in budget preparation ,budget monitoring and year end close down.
• Provide a service to school staff to enable them to effectively costs, price and monitor research, consultancy and other third stream activity.

Systems and projects

• Maintain insurance arrangements and support this with staff to offer advice and handle the administration of claims
• Provide company secretarial service to all The University of Northampton's subsidiary companies and give support, as required, to other initiatives, for example The University of Northampton Foundation, The University of Northampton Environmental Trust and joint ventures.
• Maintain and upgrade the financial accounting system
• Provide access to the main financial accounting system to individuals nominated by Deans and Heads of Department, providing training so that the individuals are able to make full use of the information available

Procurement and contracts

• Provide professional support in relation to all aspects of procurement (preferred suppliers, tender processing, contract monitoring etc) against an expectation that all school staff will follow The University of Northampton's Financial Regulations and its Procurement Policies and Procedures.