Finance & Planning Information Directorate

Finance Department

Introduction

Finance Department Structure

Financial Management

Management Accounting

Finance Development Section

Procurement Office

Information Development

Strategic Development

e5 Finance System

Tel:	+44(028) 7012 3152
Fax:	+44(028) 7012 3141
Email:	finance@ulster.ac.uk

Setting up a cost code

How do I request a Cost Code to be set up?

Requests for a new cost code must be approved by Dean, Head of School, Head of Faculty Administration or Director. As part of the process in setting up a Cost Code the following information must be provided Cost centre request form can be found (click here for form)…. The main information that is required includes:

Cost Code Name – 30 characters available

Short description of what the cost centre is

Cost Centre Contact & their e number

Sponsor if appropriate

Funding Indicators

Subschool that the cost centre should be attached to

Funding Type – detail how cost centre funded in conjunction with your Management accountant

HEFCE Code – HEFCE code if appropriate

UOA Code – If Appropriate

EMS Code – relates to PRD codes only

Campus – detail which campus either JN / CL / MG / BF or not specific to a particular campus

Balance forward details if appropriate

VAT status i.e. – Fully Recoverable

– Partially Recoverable

– Non-Recoverable

Guidance regarding VAT issues can be sought from Mr M Harvey

A full list of the Structures can be found on the Finance Website:

http://www.ulster.ac.uk/finance/organisation_view/org_view.html

Nominal Codes required – a list of Nominal Codes can be found on the Finance Website:

http://www.ulster.ac.uk/finance/fam.html

Additionally, after approval has been authorised, and all relevant information gathered, please route your request as indicated on the table below:-

FUNDING INDICATOR	DESCRIPTION	REQUESTS ROUTED THROUGH
E	Endowments	Mr M Harvey, Financial Accountant
G/ Q	Research Strategy Funding	Dr AM Patton, Director of the Research Office
R	Externally Funded Research	Dr AM Patton, Director of the Research Office
S / C	Self Financing Activity N.B. Ensure that appropriate documentation is received verifying funding, and that the value of funding justifies creation of cost code.	If it is externally funded, must be routed through Mr N McFarland, Research Office. All other requests through the appropriate Management Accountant. See: http://www.ulster.ac.uk/finance/management_acc.html
S	ESF Grants	Mrs C May, Research Office
K	Knowledge Transfer Partnership.	Ms C McCabe, Office of Innovation and Enterprise
U / T / F	University Funded Trading CC, Faculty Recharges	Appropriate Management Accountant, see http://www.ulster.ac.uk/finance/management_acc.html

Once these requests have been reviewed by above and approved the cost centre will be set up.