16. Income

16.1 General

16.1.1 The Treasurer is responsible for ensuring that appropriate procedures are in operation to enable the University to receive all income to which it is entitled. All receipt forms, invoices or other official documents in use and electronic collection systems must have the prior approval of the Treasurer.

16.1.2 Levels of charges for all University services provided, including contract research, services rendered, goods supplied and rents and lettings will be reviewed regularly and on no less frequently than annually.

16.1.3 The Treasurer is responsible for the prompt collection, security and banking of all income received.

16.1.4 The Treasurer is responsible for ensuring that all grants notified by the funding body and other bodies are received and appropriately recorded in the University’s accounts.

16.1.5 The Treasurer is responsible for ensuring that all claims for funds, including research grants and contracts, are made by the due date.

16.2 Maximisation of income

It is the responsibility of all staff to ensure that revenue to the University is maximised by the efficient application of agreed procedures for the identification, collection and banking of income.

16.3 Receipt of cash, cheques and other negotiable instruments

16.3.1 All monies received within departments or colleges from whatever source must be recorded by the department or college on a daily basis together with the form in which they were received, for example cash, cheques and other negotiable instruments. Receipts must be given where money is delivered in person or where specifically requested, using official receipt stationery.

16.3.2 All monies received must be banked or paid to the cashier promptly, and in accordance with a timetable prescribed by the Treasurer and set out in financial procedures. The custody and transit of all monies received must comply with the requirements of the University’s insurers (see the Insurance Manual or refer to the Insurance Officer).

16.3.3 All sums received must be paid in and accounted for in full, and must not be used to meet miscellaneous expenses or be paid into the petty cash float. Personal or other cheques must not be cashed out of money received on behalf of the University.

16.3.4 Receipts by debit or credit card and internet receipts: the University may only receive such payments using procedures approved by the Treasurer.

16.4 Collection of debts

16.4.1 The Treasurer is responsible for ensuring that appropriate procedures are in operation so that:

• debtors invoices are raised promptly on official invoice stationery, and specify that cheques should be made payable to "Durham University" or its appropriate subsidiary company, be addressed to the Finance Department and be crossed "a/c payee only" in respect of all income due to the University;
• invoices are prepared with care, recorded in the ledger, show the correct amount due and are credited to the appropriate income account;
• any credits granted are valid, properly authorised and completely recorded;
• VAT is correctly charged where appropriate, and accounted for;
• monies received are posted to the correct debtors account promptly;
• swift and effective action is taken in collecting overdue debts, in accordance with the protocols noted in the financial procedures;
• outstanding debts are monitored and reports prepared for management.

16.4.2 Only the Treasurer can implement non-standard credit arrangements outside those approved by Finance & General Purposes Committee. Any subsequent changes to standard credit terms must be submitted to Finance & General Purposes Committee for approval.

16.4.3 Heads of House can agree non-standard payment terms for students. Any such arrangements must be notified promptly to Finance Staff.

16.4.4 Requests to write-off debts must be approved in accordance with the University’s detailed financial procedures. All debts written-off must be reported to the Finance & General Purposes Committee.

16.5 Student fees (tuition and residence)

16.5.1 The procedures for collecting tuition and residence fees must be approved by the Treasurer who is responsible for ensuring that all student fees due to the University are received.

16.5.2 Any student who has not paid an account for fees or any other item owing to the University shall not receive the certificate for any degree, diploma or other qualification awarded by the University until all outstanding debts have been cleared. Such students shall be prevented from re-enrolling at the University and from using any of the University’s facilities unless appropriate arrangements have been made. Regulations relating to settlement of fees are set out in section XB of the University’s General Regulations – see the University Calendar/under Conferment of Degrees and Payment of Charges.

16.6 Student loans

Appropriate records will be maintained to support all transactions involving student loans.

16.7 Emergency/hardship grants and loans

16.7.1 The University’s scheme for emergency/hardship grants and loans must be approved by the Executive Committee. This will include the maximum assistance that can be given in any individual case. Under no circumstances should payments be made other than in accordance with the approved scheme.

16.7.2 The Registrar is responsible for ensuring the adequacy of the systems in place for:

• approving grants and loans in accordance with the scheme;
• paying loans that have been approved;
• recovering loans that have been paid.

16.8 Durham Grant Scheme

Eligibility for a payment under the Durham Grant Scheme will be assessed in the Undergraduate Admissions Office and made via the Student Loans Company. The detailed procedures for these processes will be approved by the Registrar.

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