Broadcast: News items

From the middle of March, the Finance division will introduce simpler ways of working, improved technology and a comprehensive financial literacy programme.
 
In order to prepare the finance systems for the improvements there will be a period of systems downtime.

There will be no access to the finance system (Agresso) for any staff from 4.00pm on 7 March to around 15 March while Finance and IT Services colleagues configure the new system.
 
This means that there will be no purchasing or sales ordering, no receipting, no payments to suppliers or settlement of out of pocket expenses and no reporting from the system.
 
Prepare now for the downtime
Please prepare for this short period by completing any outstanding finance system tasks before Wednesday.  

If you are responsible for purchasing and have yet to order essential supplies using the finance system you need to raise requisitions and ensure they are authorised before midday on Wednesday 7 March.

You should also make sure you are aware of the procedures that have been put in place in your school or division should any urgent needs arise during the downtime.

If you need to be paid for any out of pocket expenses before the downtime you need to submit the claim and ensure that it is authorised and that all receipts are received in Finance before 5.00pm on Monday 5 March.

If you are a budget holder or senior manager, you should review and action any approval tasks you have. Expenses must be authorised before 5.00 pm on Monday 5 March and requisitions before midday on Wednesday 7 March.

Prepare for the launch of the finance improvements  
If you carry out any finance-related activities, including claiming out of pocket expenses, please check that you have received an e-learning enrolment email and are enrolled on the e-learning courses that you need to undertake. If this is not the case please email the Finance Service desk and they will organise this for you.

The finance system will look very different after the down time and should be much easier to use. However you will need to complete the ‘Using the Finance System’ e-learning to know how to use it effectively once as the improvements are launched. 

There are policy changes which will affect anyone who purchases either through using the finance system, University purchasing cards or out of pocket expenses. If you are expecting to plan or undertake any purchasing from mid-March or will be planning any travel or staff or student events, you should complete the relevant e-learning or familiarise yourself with the user guides (guides will be available from 5 March).

If you are a senior manager or a budget holder you will also need to complete training in authorising expenditure, either through e-learning or the user guide and/or by attending the relevant face-to-face workshop in some cases. 

Further information for University staff
For further Finance enquiries please email the Finance Service desk. We will endeavour to respond to your enquiry within two working days. 

If your enquiry requires a more urgent response, please call x 7172 to contact the Finance Service desk from 8.30am to 5.00pm, Monday to Friday.

There are separate arrangements for students and suppliers requiring information or support.

Arrangements for students
The Vice Chancellor’s Loans for students in hardship will be unaffected and students should continue to contact the Student Life Centre for access to these.

Support is also available for students and others who wish to make payments to the University using Sussex Direct. Students who wish to pay any outstanding debts in full should contact the Student Accounts office. Those who wish to set up payment plans will need to wait until the finance system is available again after the downtime.

Student Accounts are operating their core services, for more information please contact Student Accounts via the freephone number 0800 849 4979 or email studentaccounts@sussex.ac.uk. The office will remain open for personal callers between 10.00am and 4.00pm, Monday to Friday.

Arrangements for suppliers of goods and services
Suppliers should email the University Procurement team with their queries.