The University has Financial Regulations to ensure that it properly looks after the money it is paid by students, funders, donors, organisations and governments.
The UK Government will only pay money to the University if it has Financial Regulations in place. All staff and students should adhere to the regulations. The Financial Regulations and the Scheme of Delegation combine to inform the University's decision making processes. The Financial Policies below give further guidance on the operation of the Financial Regulations.
Key points of the Financial Regulations
A summary on how to comply with the Financial Regulations.
Find the answers to the most common questions about the Financial Regulations: 10 Things Everyone Should Know about the Financial Regulations.
Improve your understanding of the Financial Regulations by completing a short online course
Scheme of Delegation
The Scheme of Delegated Approvals sets out who can take decisions and who can sign documents on behalf of the University.
In addition to the above scheme there are two approvals documents which set out the approvals for research, studentships and other contracts, claims etc
The policies below give further guidance on the operation of the Financial Regulations:
Fraud response plan
- Fraud should be reported to email@example.com and using the University's Fraud Response Plan.
- Requests for staff or student bank account changes that look suspicious will be reported to the affected person (or supplier) and the relevant bank fraud line.
Expenses and Purchase cards
- Travel and Expenses policy (please note new policy February 2020 onwards)
- How to claim Expenses
- Purchase card policy (new February 2020 onwards)
Payments to Participants
The purpose of this policy is to set out the procedures for payment of lay persons for their involvement with, or participation in, research trials, surveys, interviews, physical tasks etc. The policy includes guidance on how much to pay etc.
Gifts and hospitality
- Find information about what to do if you are approached to give or accept bribes and what to do if you discover a bribe: Anti-Bribery Policy.
- Bribery should be reported under the University's Speak up (public interest disclosure) policy.
- Treasury Management policy (PDF , 133kb)
- University of York Statement on Responsible Investment (PDF , 376kb)
Credit and debit cards
- Payment Card Industry Data Security Standard (PCI DSS) compliance (MS PowerPoint , 352kb)
- Payment Card Industry Data Security Standard (PCI DSS) policy (PDF , 21kb)
- Advice about protecting staff from receiving large cash payments can be found on our anti-money laundering policy page.
- Please use the Money laundering reporting form to report potential money laundering events to the University's Money Laundering Officer.
- Staff must follow the University's Sanctioned Countries Policy before entering into arrangements with customers or suppliers.
- The UK Government publishes two useful documents that are relevant to Universities:
- the University of York also has to comply with US government sanctions as a condition of its loan financing:
Equipment inventory registers
- Guidance for University departments and subsidiary companies on the format and procedure for keeping equipment inventory registers: Equipment Inventory Register Guidance.
- A template equipment inventory register to be used as a guide by departments and subsidiary companies to develop a register: Equipment Inventory Register Template (MS Excel , 18kb)
- Asset Disposal Form (MS Excel , 21kb)
Finance document retention
- February 2019 interim guidance (UoY login required) on retention of expenses claims, purchase card records and supplier invoices.
External Auditor Provision of Non Audit Services
- External Auditor Provision of Non Audit Services (PDF , 772kb) This policy sets out the rules surrounding the use of the University external auditors for services other than statutory accounts audits.
Internal Audit Protocols
- Internal Audit Protocols May 2021 (PDF , 79kb) This document sets out how internal audit assignments are managed and reported.
Donations to Other Charities
- This guidance sets out the considerations when making donations to other charities (eg Oxfam) from the University. It also provides some guidance on what to do when a person/member of staff wants a their fee donated to a charity.