Human Resources Division

Affiliate Academics

Proposed changes to

current processes

Human Resources Division

Affiliate AcademicsProcess pre-August 2014

• ECA receive form from department and departmental cost code for billing

• ECA create R/L record and send letter to individual• ECA ask Finance to set-up customer code • ECA send manual request to Finance to raise invoice once customer

code received• ECA send invoice to Affiliate Academic• ECA raise credit notes if required (non-starters etc.)

Human Resources Division

Affiliate Academics

Issues (since introduction of MyFinance)

• ECA staff do not have access to MyFinance or use for any other application

• ECA staff do not have access to departmental codes and information about new customers

• Some delays in requesting a customer code and raising invoices• As interim measure Finance Manager for HR is now raising new

customer codes and raising invoices

Human Resources Division

Affiliate AcademicsReasons for proposed changes

• Raising invoices are part of normal financial transactions• Funds go to departments• Departments can easily access their own codes • Departments are best placed to action credit notes if employee does

not commence• Numbers are normally limited to only 2 or 3 academics per department

per year

Human Resources Division

Affiliate AcademicsOutline or proposed changes & next steps

• Proposed that departments raise invoices in line with normal MyFinance procedures

• HR will continue to put on Resource Link and continue to deal with any Tier 5 applications that are needed

• Review whether departments are best placed to make the formal as well as informal offer (review is part of business process review being undertaken in Q2 2015 by a business analyst of HR processes)

• Formal proposal by June • HR/Finance will continue to manage cases in the interim