Financial Department 16 juni 2015 Ton Zweekhorst

Financial Department

16 juni 2015

Ton Zweekhorst

Topics

• Facts and Figures Hubrecht Institute/CBS

• Financial Department

Facts & Figures Hubrecht Institute

Income 2014

Facts & Figures Hubrecht Institute

Costs 2014

Exclusive costs real estate (€ 1.5 mio)

Facts & Figures CBS

Income 2014

Facts & Figures CBS

Costs 2014

Projects36%

Groups20%

Support44%

Financial Department

•Project Administration

•Purchase Support

•Institute Administration

Financial Department

Project Administration (PA)

Don van Velzen John de Bruin Eddie Pauptit

Project Controller Project Administrator Project Administrator

Financial Department - PA

Involvement:

•Application (Financial paragraph)

Financial Department - PA

Involvement:

•Application (Financial paragraph)

•Administration set up (Oracle: set up project; distribution Personnel and Material)

Financial Department - PA

Involvement:

•Application (Financial paragraph)

•Administration set up (Oracle: set up project; distribution Personnel and Material)

•Administration (Realization costs and invoices)

Financial Department - PA

Involvement:

•Application (Financial paragraph)

•Administration set up (Oracle: set up project; distribution Personnel and Material)

•Administration (Realization costs and invoices)

•Advice (quarterly overview project; optimization usage budgets)

Financial Department - PA

Involvement:

•Application (Financial paragraph)

•Administration set up (Oracle: set up project; distribution Personnel and Material)

•Administration (Realization costs and invoices)

•Advice (quarterly overview project; optimization usage budgets)

•Accountability (financial reports; contact accountants and subsidizing parties)

Financial Department - PA

Don van Velzen John de Bruin Eddie Pauptit

Project Controller Project Administrator Project Administrator

Projects@Hubrecht.eu Projects@cbs.knaw.nl

Financial Department

Purchase Support (PS)

Irma Versluis Esther Hazendonk

Operational Operational

Administrator Administrator

Financial Department - PS

Involvement:

•Instruction users (introduction and tips & tricks)

Financial Department - PS

Involvement:

•Instruction users (introduction and tips & tricks)

•Processing requirements (orders per supplier)

Financial Department - PS

WORKFLOW REGULAR

Requisition < € 2.000 € 2.000 < requisition < € 10.000 requisition > € 10.000

Requisitions

Fin DeptOrder

Head of Fin DeptApproval

SupplierSupplierConfirmation Confirmation

Fin DeptOrder processing

PIApproval

Shopping list (Excel) Group

Technician

SupplierConfirmation

Fin DeptOrder processing

Shopping list (Excel) Group

TechnicianRequisitions

Fin DeptOrder

Fin DeptOrder processing

Head of Fin DeptApproval

Shopping list (Excel) Group

TechnicianRequisitions

Fin DeptOrder

Financial Department - PS

Involvement:

•Instruction users (introduction and tips & tricks)

•Processing requirements (orders per supplier)

•Information regarding price and delivery (contact between supplier and purchasers)

Financial Department - PS

Involvement:

•Instruction users (introduction and tips & tricks Oracle)

•Processing requirements (orders per supplier)

•Information regarding price and delivery (contact between supplier and purchasers)

•Processing invoices without orders (import requirements of received invoices)

Financial Department - PSWORKFLOW INVOICES WITHOUT ORDER/ EXPENSE CLAIMS

Exceptions:1 Freezers and internetaccounts

The routing of four suppliers are excluded from this change (and will follow the current workflow): Life, Roche, IDT and Promega. Because of the supply system (freezers, internetaccounts) change in workflow is not desirable.

2 ATPInformation source is secretaries. When accompanied by mail of information workflow consists only of Financial Department.

Invoices

Fin Dept

Invoices < € 2.000 € 2.000 < Invoices < € 10.000

Invoices

Fin Dept

payment

Arrival

Fin DeptRequisition

Fin DeptOrder

Fin DeptMatch Invoice/Order

payment

TechnicianApproval

Head of Fin Dept

RequisitionFin Dept

Fin DeptOrder

Fin DeptMatch Invoice/Order

Arrival

Approval

Invoices > € 10.000

Invoices

Fin DeptArrival

Fin DeptRequisition

TechnicianApproval

Fin DeptOrder

Head of Fin DeptApproval

Fin DeptMatch Invoice/Order

payment

PIApproval

Financial Department - PS

Involvement:

•Instruction users (introduction and tips & tricks Oracle)

•Processing requirements (orders per supplier)

•Information regarding price and delivery (contact between supplier and purchasers)

•Processing invoices without orders (import requirements of received invoices)

•Tactical activities (discount; quality; terms of delivery)

Financial Department - PS

Tactical Activities•Negotiations done by researchers with lifelong experience with equipment and supplies

and with suppliers.•Negotiators are not a part of the Financial Department.•Financial Department offers administrative support.•Head of the Department is sparring partner concerning other considerations regarding

the purchase process (for instance European tender). •Outcome negotiations are placed on server; mail is sent to purchasing researchers.

John Overvoorde Stieneke van den Brink

Tactical Tactical

G:\Common\Pricing

Financial Department - PS

Irma Versluis Esther Hazendonk

Operational Operational

Inkoop@Hubrecht.eu Inkoop@cbs.knaw.nl

Financial Department

Institute Administration (IA)

Egwim van der Klocht Shantie Raghoebier

Sr. Financial Administrator Financial Administrator

Financial Department - IA

Involvement:

•Liquidity Control (Cash desk, Bank, Credit Cards)

Financial Department - IA

Involvement:

•Liquidity Control (Cash desk, Bank, Credit Cards)

•Sales Control (Institute Invoices, Debtors Control)

Financial Department - IA

Involvement:

•Liquidity Control (Cash desk, Bank, Credit Cards)

•Sales Control (Institute Invoices, Debtors Control)

•Reports Institute (KNAW; specifications)

Financial Department - IA

Involvement:

•Liquidity Control (Cash desk, Bank, Credit Cards)

•Sales Control (Institute Invoices, Debtors Control)

•Reports Institute (KNAW; specifications)

•Financial support (Calculations; Business cases)

Financial Department - IA

Involvement:

•Liquidity Control (Cash desk, Bank, Credit Cards)

•Sales Control (Institute Invoices, Debtors Control)

•Reports Institute (KNAW; specifications)

•Financial support (Calculations; Business cases)

•Oracle Authorization (new users; changes)

Financial Department - IA

Egwim van der Klocht Shantie Raghoebier

Sr. Financial Administrator Financial Administrator

Finance@Hubrecht.eu

Financial Department

Questions?