New finance forms for all staff help make day-to-day finances hassle-free What is changing? Our University Finance Forms have been made easier to fill in on-screen. Just tab through the fields on any form and check the details are correct before sending to the recipient highlighted at the top of each form. Some of our new finance forms also have some new fields to make calculations quicker and simpler. The Payroll Overtime Claim form and Temporary Additional Payments (TAPS) form have been changed to excel (currently word/PDF). This change in format gives the Payroll team access to new bulk upload functionality, removing the need for manual keying and in turn removing the risk of potential errors and reducing processing time. This is a positive interim step based on frequent feedback about the ineffectiveness of many paper-based processes. Our aspiration is to remove the need for forms wherever possible, replacing them with digital options through our new People and Money system. What’s not changing · The contents of the forms have not changed, just the layout and formatting has been standardised so all University forms have the same look and feel. · Existing Ed-Web forms or 3rd party insurer/administrator forms remain the same. · The approval procedures and processes in your School/Department have not changed. · Finance forms that are not currently on the Finance Forms page have not been reviewed. When will the changes take place? We are working with the Finance Systems team to make some of the new forms available from the end of June with the remaining forms being replaced of July and August. What do we need you to do differently? All staff · Start using the new Finance Forms · Stop using and delete any old versions of forms/finance documents held on local drives · Always direct staff to the forms page, do not send versions of blank forms via attachments · Always use your correct assignment number which you can find on your payslip Line Managers · Ensure staff are aware of these changes and how to find and use the new Finance forms · Encourage your teams to remove/delete old versions of Finance forms as old versions will become out of date and may be returned to sender. · Ensure your web pages are updated to link to the new Finance forms page to ensure the most up to date forms are used · If you are submitting forms for payment requests, always ensure you have provided the correct assignment number to avoid forms being returned Further Support If you need support completing or sending Finance forms, please contact the Finance Helpdesk (finance.helpdesk@ed.ac.uk). Providing feedback about the changes Your views are important to us. We want to continue to make improvements and make processes as easy and as streamlined as possible. If you would like to provide feedback on the new forms, please contact the Finance Transformation Programme (FTP) team via email - SEP.Finance@ed.ac.uk Useful links View the Finance Transformation Update View the Finance Forms Page Find out more about Finance Transformation changes in Specialist Services Find out more about the Finance Transformation Programme This article was published on 2024-07-01
