1. The Finance Committee of the Council shall consist of:
subject always to the requirement that not less than three members of the Committee (including the Vice-Chancellor) shall be members of the Council. The Registrary or a University officer designated from time to time by the Council shall act as Secretary of the Committee.
2. Members in classes (b)–(e) shall be appointed or elected in the Michaelmas Term, and shall serve from 1 January next following. Members in classes (b) and (e) shall serve for three years, and members in classes (c) and (d) for four years. Co-opted members shall serve until 31 December of the year in which they are co-opted, or of the year next following, as the Committee shall determine at the time of their co-optation. If a member in class (b) or class (e) ceases to be a member of the Regent House, or if the member in class (d) ceases to be a member of the General Board, such a member's seat shall thereupon become vacant.
3. For the purpose of the election of members of the Committee in class (b), each College shall appoint one representative, whose name shall be communicated to the Registrary. The election shall be conducted in accordance with the Single Transferable Vote regulations; voting shall be [by postal ballot]〈by ballot〉1. The arrangements for the election shall be determined by the Registrary.
4. No business shall be conducted at a meeting of the Finance Committee unless five members at least are present.
5. It shall be the duty of the Council, acting through the Finance Committee:
6. The Finance Committee shall have authority under the Council to exercise the powers of the University under Statute F, III, 1–3, subject to Regulations 9 and 10 below and subject to the following restrictions:
7. Barclays Bank plc shall be Bankers to the University until further order.
8. The financial year of the University shall end on 31 July.
9. Regulations 6–8 shall not apply to the finance and property of the University Press, which shall be governed by Statute J and by the regulations for the Press Syndicate made under that Statute and Regulation 6 shall not apply in connection with the management, development, and stewardship of the North West Cambridge Estate which is the responsibility of the West and North West Cambridge Estates Syndicate, which shall be governed by regulations for that Syndicate made under Statute A, VI, 1.
10. In order to facilitate the management of investments under the control of the University the Council may at any time and from time to time resolve that all or any part of the endowments or other funds of the University and of the funds of any specific trust for purposes connected with the University of which the University is trustee (hereinafter called the constituent funds) be treated as one amalgamated fund invested for the rateable benefit of the constituent funds and to and upon any such resolution the following provisions shall apply:
11. The Council, the Finance Committee, and the General Board shall jointly issue regulations for the financial and operational management of University sites and buildings.
12. The Buildings Committee shall be a joint committee of the Council and the General Board. It shall be the duty of the Buildings Committee:
1. Under Regulation 6 of the regulations for the Vice-Chancellor2 the Regent House has delegated the acceptance of benefactions to the Vice-Chancellor. In exercising this responsibility, the Vice-Chancellor will seek the advice of the Advisory Committee on Benefactions and External and Legal Affairs of the Council for all benefactions over £1m, or that are likely to give rise to significant public interest.
2. Charity law places certain constraints on charities, and in recommending acceptance of any benefaction the Advisory Committee shall make available to the Vice-Chancellor information under the following headings:
Although benefactions which are uncontroversial and which are worth less than £1m may not be subject to detailed scrutiny by the Advisory Committee, acceptance will nevertheless be considered explicitly against these ethical guidelines.
3. All members of the University involved in fundraising are encouraged to consult the Development Office at an early stage in their discussions with a potential benefactor. The Development Office can advise on the use of these guidelines, and consultation will also reduce the risk of unco-ordinated approaches to a single potential donor; spread familiarity with the process for accepting benefactions; and may allow an early warning of anyone unknowingly approaching a potential benefactor whose donation is not likely to be acceptable.
Terms in capitals are defined in Schedule 2 where necessary to aid interpretation.
The Council is responsible for the supervision and management of University resources and finances. The purpose of these Regulations is to provide sound arrangements for internal financial management, accounting and control, promote best value for money, and fulfil the University’s legal and financial obligations.
1.1. These Regulations apply to
2.1. University Business shall be conducted in accordance with the Nolan Principles: selflessness, integrity, objectivity, accountability, openness, honesty, and leadership.
2.2. Staff must ensure that
There are four offences under the Bribery Act:
Staff must not use their authority or office for personal gain and must always seek to uphold and enhance the standing of the University.
2.3. Staff must declare to their Head of Department any personal interest, which may affect any University Business and act in accordance with the instructions given as to management of any conflict.
2.4. Staff must seek written permission from their Head of Department before accepting gifts or hospitality directly or indirectly from suppliers, other than low value items such as a gift worth less than £25 or hospitality worth less than £50. Receipt of gifts or hospitality must not influence or appear to influence the choice of supplier or prejudice the University’s reputation. If in doubt, gifts and hospitality must be refused. Excessive or lavish gifts or hospitality may constitute Bribery.
2.5. Where Heads of Department have a conflict of interest or wish to accept gifts or hospitality (other than low value items) they must seek the advice of the body or person to whom they are responsible, for example Head of School, management board or General Board, and act as advised.
3.1. Staff shall, irrespective of sources of funding,
3.2. Non-observance of these Regulations may result in disciplinary action.
4.1. ‘Head of Department’ means any of the following: the Head of a Department or a Faculty not organized in Departments, Secretaries of Faculty Boards, Head of a Centre, Institute, or other body under the supervision of the General Board or Council, and Head of a Division within the Unified Administrative Service. ‘Department’ is interpreted accordingly.
4.2. Heads of Department shall ensure
5.1. Heads of Department may designate in writing one or more people to execute specified tasks for and subject to the supervision of the Head of Department. The Head of Department remains responsible.
6.1. Subject to Regulations 6.2, 6.3, and 18.4, Heads of Departments have authority to sign contracts in the course of the ordinary business of their Department in respect only of available funds for which they are responsible.
6.2. Contracts for the purchase, lease, or licence of land or property or for the erection, demolition, substantial repair, or alteration of buildings must be referred to EM and are subject to the Sites and Buildings Regulations (see further Regulation 32 and Explanatory Note in Section M). The Director of EM or the Registrary shall approve and sign all such contracts, provided all approvals required under Statutes, Ordinances, and the Sites and Buildings Regulations have been given.
6.3. The Head of the Research Operations Office shall approve and sign all contracts relating to sponsored research activity.
6.4. Subject to Regulations 6.2 and 6.3, the following persons have authority to sign contracts affecting more than one Department:
7.1. The following persons have authority to authorize affixing of the University’s seal, where any necessary approvals are in place:
8.1. The person having authority to execute a contract is responsible for its safekeeping. If required, the Registrary will keep the documentation for contracts affecting more than one Department.
8.2. Departments are responsible for meeting obligations and for all costs or losses arising from contracts entered into by or for them.
8.3. Contract performance shall not begin before
9.1. Heads of Department shall
9.2. Staff must comply with the Finance Division CUFS user policy.
9.3. Record-keeping must comply with the Data Protection Act 1998. The University is subject to the Freedom of Information Act 2000 and members of the public may request copies of University documents. Advice on these matters must be obtained from the University’s Data Protection and Freedom of Information Officer.
10.1. All University Income must be paid promptly into a bank account in the name of the University (and into no other account) and be accounted for in CUFS. All University expenditure must be paid from a University bank account and be accounted for in CUFS.
10.2. Departments and Staff have no authority to open bank accounts (whether in the UK or abroad) for any University activities without the prior written consent of the Director of Finance.
10.3. Where possible, Departments shall separate duties for receiving and recording University Income. Where this is not possible, regular independent checks shall be made.
10.4. The Financial Procedures Manual lays out further financial requirements including in respect of cash, petty cash, banking, credit card, and related matters.
11.1. Heads of Departments are authorized to incur expenditure not exceeding the limits of funds available to the Department. They are responsible for ensuring that monitoring and control arrangements are adequate to prevent over-commitment of expenditure and that all funds under their control are used only for the purposes for which they are allocated. The Head of Department (or budget holder where authorized by the Head of Department) shall approve expenditure.
11.2. The Financial Procedures Manual lays out further financial requirements including in respect of Travel, subsistence, and entertainment and related matters.
12.1. Heads of Departments must establish procedures to ensure that
12.2. With the exception of research grants claims, Departments are responsible for debt collection in respect of invoices issued to third parties. Advice must be sought from the Director of Finance where legal action to recover monies is considered.
12.3. Uncollectible debts, including in respect of sponsored research activity, will be an expense against the Department. The following authorities exist to write off bad debts or for part settlement, where all reasonable steps have been taken to recover them:
The Taxation Section must be informed of all write-offs (including partial write-offs) of VAT invoices, as the VAT may be reclaimable.
13.1. Staff shall send grant applications and proposals for research contracts to the Research Operations Office for approval before their submission in accordance with Research Office policy.
13.2. Heads of Department shall ensure there are appropriate arrangements
13.3. The Research Office shall raise all invoices for sponsored research funding.
13.4. All research grant or contract income and expenditure, from whatever source of funds, must be notified to the Research Office and no part of this income may be transferred into donation accounts or other special funds, other than funding remaining unspent at the end of the research which the funder has agreed the Department may retain.
13.5. Heads of Department shall ensure that expenditure on research activity complies with these Regulations. Financial control and record-keeping shall also comply with any additional Research Council or other funder’s requirements.
13.6. The Research Office shall ensure all grants are closed on a timely basis and without residual balances.
14.1. Donations belong to the University, not to an individual, and must be paid into a donation account in accordance with Regulation 10.1. Donations must be requested and received exclusively for charitable purposes. Receipt which improperly influences any decisions made by or on behalf of the University may constitute Bribery. Acceptance of donations must be made in accordance with the Ethical Guidelines for the Acceptance of Benefactions.
14.2. Heads of Department must ensure that
14.3. University trust funds are governed by regulations set out in Statutes and Ordinances. Trust fund managers shall ensure that funds are used for proper purposes in accordance with the rules of the specific fund and the University’s general charitable purposes.
14.4. Transfers of donated funds to other institutions can only be to other charitable bodies and must always be approved by the Head of Department and be in accordance with the terms of the gift and the University’s general charitable purposes. Transfers shall not be made until the receiving institution has confirmed in writing that the terms of the gift will be observed. Where the transfer relates to the Head of Department’s research, the Director of Finance’s prior written consent must be obtained.
14.5. Donations cannot be transferred to individuals, except where the individual is the donor and the University is unable to meet the terms of the original gift.
15.1. The University’s Chief Investment Officer is responsible for all CUEF investment management activities. The Chief Investment Officer appoints and monitors external investment managers.
15.2. No Department or trust of the University may invest in any securities or other investments (including land and buildings) without the prior approval of the Finance Committee.
15.3. Acquisition of land is also subject to the Sites and Buildings Regulations (see para 32.1 below).
16.1. Surplus funds (only) may be invested in the CUEF and Deposit Account. The Director of Finance is responsible for approving all new and any changes in CUEF holdings. Deposit Account eligibility rules and interest rates are published by the Director of Finance from time to time.
17.1. Departments must not borrow money outside the University.
17.2. No guarantees or letters of comfort may be issued except with the prior written consent of the Director of Finance.
17.3. No Department may make a loan including to staff or (outside the normal course of business) extend credit arrangements without the Director of Finance’s prior written consent.
18.1. Expenditure of £2,000,000 or above on capital items (inclusive of VAT) requires the consent of the Planning and Resources Committee.
18.2. Value for money in purchasing is normally demonstrated through competition. The table in Schedule 1 sets out the minimum competition requirement when obtaining goods, services, or construction works for all Departments; the only flexibility for a Department being set out in Financial Regulation 18.3. These requirements apply to all expenditure irrespective of the source of funding (including spending of grant monies and Leasing). If there is any reason to believe that offers which have been received are not competitive, further offers must be obtained. A Department must not enter into separate contracts, nor apply the Total Value calculation separately to contracts, with the intention of avoiding the application of these Regulations.
18.3. Prior written consent not to follow the competition procedures may be granted
Schedule 1 sets out non-exhaustive examples of circumstances where dispensation might be appropriate. Notwithstanding the grant of a dispensation, all the other requirements of Financial Regulations must be met, including Regulations 18.5 to 18.9 inclusive.
18.4. (a) Departments must seek all necessary advice.
18.5. All purchasing shall be based on a specification drafted after consultation with anticipated users and assessment of the risks associated with the procurement. The Procurement Procedures provide further guidance on purchasing.
18.6. Goods and services may be purchased externally only if
18.7. Heads of Department must establish levels of authorization and segregation of duties for contracts where the Total Value exceeds £500 for:
Where payment duties cannot be segregated, transactions must be independently checked on a regular basis.
18.8. Orders must state the nature, quantity, and price of goods and services to be provided and where possible apply the University’s terms and conditions. Copies of orders must be kept securely. Where an order is placed through CUFS, the electronic record suffices.
18.9. Official orders must be produced in a form approved by the Director of Finance for all purchases above £100 or any lower threshold set by the Head of Department.
18.10. Where equipment is to be loaned to the University free or at a discount, advice must be taken, the principles of Regulation 18 observed and an agreement put in place, including to regulate the University’s responsibilities and rights at the end of the loan.
19.1. All goods and services must be checked promptly on receipt to ensure that they accord with order requirements and suppliers advised promptly about any discrepancies. Copies of signed delivery notes must be retained. If deliveries have to be acknowledged prior to checking, endorse the delivery note ‘Goods received unchecked’.
19.2. Invoices must be checked and not authorized for payment until the goods or services have been checked, unless authority is in place to pay in advance (see Regulation 18.4).
19.3. Payments to individuals must comply with Regulation 31.6.
19.4. Heads of Department shall establish arrangements for monitoring and regular appraisal of purchasing activity to ensure that best value for money is secured for current and future purchases.
20.1. Heads of Department shall implement procedures as required under the University’s policy against Bribery and Corruption, including to prevent Fraud. Any member of staff shall report immediately in writing any suspicion of Bribery, Fraud or other irregularity to the Registrary and the Director of Finance. The Registrary is the lead officer under the University’s policy against Bribery and Corruption.
20.2. The Director of Finance will advise the University’s internal auditors and if necessary the University Security Adviser and police, and report to the Audit Committee and the Vice-Chancellor any Fraud or irregularity which has any of the following characteristics:
20.3. Any member of Staff who has reasonable grounds for believing there is serious malpractice within the institution (see Human Resources Division website, Policies and Procedures; Public Disclosure by University Employees: Whistleblowing Policy) should raise their concerns using the specified procedure.
21.1. Heads of Departments shall ensure that their Department accounts correctly for VAT and where appropriate corporation tax. Where there is any doubt as to the correct VAT or tax treatment of a transaction, the Taxation Section must be consulted.
21.2. Heads of Departments shall ensure that any taxable benefits paid to individuals are reported to the Finance Division for inclusion in P11D returns.
22.1. The Council’s Advisory Committee on Benefactions and External and Legal Affairs and the Registrary have authority to take legal advice and to conduct legal proceedings. Departments shall not take any action to initiate or defend legal proceedings or obtain external legal advice without first involving the Legal Services Office, which will seek consent from the Registrary or Advisory Committee as necessary. The Legal Services Office should be contacted immediately if legal proceedings are threatened or served on any part of the University or any University subsidiary company. See also Regulation 23.3 and 23.4.
23.1. Departments must comply with the insurance requirements set out in Financial Procedures and on the Insurance Section web pages.
23.2. Contents whether owned, borrowed, or hired must be valued, recorded, and notified to insurers. Departments should regularly review the value of contents held and notify the Insurance Section of
23.3. Departments must take all necessary steps to prevent losses and accidents and ensure that the Insurance Officer is advised immediately of any new unusual or significant risk. Liabilities should not be accepted on behalf of the University without careful consideration. Any liabilities not covered by insurance will fall on the Department.
23.4. Third party claims must be passed immediately to the Insurance Section without comment to the third party to ensure that the University’s legal position and insurance policies are not compromised.
24.1. No Department may enter into any arrangements for activity outside the United Kingdom, unless the Director of Finance gives prior written consent, where this activity involves either or both setting up any establishment and employing individuals overseas. In giving such consent, the Director of Finance shall seek advice from the Legal Services Office and the Taxation Section. The Director may require that external advice is procured at the expense of the Department seeking to enter into such arrangements. Consent shall not be deemed to override the need to obtain any other approval from University bodies including the General Board.
25.1. Apart from core teaching, research, and the organization of conferences, when a new income-generating or trading activity is set up (whether in the UK or abroad), the Head of Department must consult the Taxation Section beforehand to consider the VAT implications and whether the activity constitutes trading which might be subject to Corporation Tax.
25.2. The Director of Finance may direct that transactions be undertaken through a University subsidiary company.
26.1. No University company may be formed or shares taken in any company (whether in the UK or abroad) for any purpose without advice from the Director of Finance and the prior approval of the Finance Committee, except when done through the Investment Office for investment purposes or by Cambridge Enterprise in relation to the exploitation of intellectual property.
26.2. University subsidiary companies shall enter into and keep under review a memorandum of understanding with the University. Each company shall operate in accordance with such memorandum and within the framework provided by these Regulations, including the provisions regarding procurement, and any additional procedural requirements imposed by their boards.
27.1. Heads of Department and EM shall maintain departmental and corporate registers of Embedded Companies.
27.2. Heads of Department shall in respect of Embedded Companies
28.1. When engaging in consultancy or other commercial activity in a private capacity, Staff must not hold themselves out as acting on behalf of the University, use University headed stationery nor (except in accordance with Regulation 29) use any University premises, facilities or resources.
28.2. The University accepts no responsibility for any work done, advice given, or activity undertaken by Staff in a private capacity. Staff are reminded of the need to take out professional indemnity insurance for such work, advice, and activity and that they are responsible for all liabilities arising including as to tax. Staff who conduct work through Cambridge University Technical Services Limited are insured under the University’s insurance policies.
29.1. Unless the Head of Department gives prior written consent and an appropriate contractual agreement with the University is put in place, non-University activities may not be carried out on University premises nor University facilities or resources used for such activities. Care is needed to avoid breaching any obligation of the University to a third party (for example in relation to use of computing facilities and software).
29.2. Heads of Department shall ensure that appropriate charges are made for the use of University premises, facilities, or resources for non-University purposes (see Regulation 12).
29.3. The Director of EM must be consulted before making any arrangement (including leases or licences) for the use of any University space for non-University purposes. See also Regulation 27.
30.1. Intellectual property generated through University activities is governed by the Intellectual Property Ordinance graced on 12 December 2005.
31.1. All University employees shall have a properly authorized letter of appointment in the form approved by or under the authority of the Human Resources Committee. For the avoidance of doubt the term ‘employees’ includes temporary and casual workers.
31.2. The source of available funding to support the posts or post shall be identified before a member of staff is given a contract of employment.
31.3. The only payments which may be made to University employees are those in accordance with approved University salary scales and such other payments as have been specifically approved by the Human Resources Committee. Rules on expenses reimbursement are set out in the Financial Procedures Manual.
31.4. Heads of Departments must provide the Payroll Section with and keep up to date a list (signed by the Head of Department) of persons authorized to sign salary documents for departmental staff paid through the payroll. Where the proposed signatory is not a University employee the approval of the Director of Finance is also required.
31.5. For all new employees the Head of Department or other authorized signatory shall ensure that the person is legally eligible to work in the UK. The Payroll Section will not add a non-EU citizen to the payroll unless it is clear that any necessary work permit has been obtained or that the immigration status of the person concerned does not require the University to seek permission for the specific employment proposed.
31.6. Individuals may not be paid as suppliers through CUFS unless the Taxation Section has given prior written consent.
32.1. The University’s real property is governed by Statutes and Ordinances including the Sites and Buildings Regulations.
32.2. Departments may not acquire or dispose of real property without taking the advice of the Directors of Finance and of EM. See further Regulation 6.
32.3. The University’s Taxation Section must be consulted about VAT and the tax implications of property acquisitions, disposals, and usage.
33.1. Stores and equipment shall be dealt with as set out in the Financial Procedures Manual. Assets bought with University Income irrespective of the source of funding remain the property of the University until sold or destroyed, unless contracts with external sponsors specify otherwise.
33.2. Fixed asset registers must be maintained (with a minimum requirement for all items costing more than £2,000).
33.3. Heads of Departments shall keep full, proper, and correct records of stock. A full stock take must be performed annually between 1 June and 31 July in addition to any regular interim stock takes.
34.1. The Council hereby gives all delegations and directions contemplated by these Regulations.
35.1. Every three years, or more frequently if appropriate, the Director of Finance shall arrange for these Regulations to be reviewed and for proposed changes to be submitted to the Finance Committee for onward recommendation to Council and adoption by Council Notice.
Total Value (before VAT) |
Procedure for inviting offers |
||
|
Framework Contracts |
Marketplace |
Other purchases |
< £1,000 |
follow procedures recommended by Procurement Services for the contract |
Only the price from the marketplace is required |
Written price confirmation |
£1,000–£25,000 |
Three Written Quotes |
||
> £25,000–£50,000 |
Three Written Quotes or three Written Proposals, depending on complexity, risk, and value of the purchase (see the guidance in Procurement Procedures) |
||
> £50,000 |
Three Tender Submissions |
||
> £100,000 |
Procurement services must be consulted/involved and agree the most appropriate procurement method |
||
EU Thresholds (updated biennially) as at January 2012 > £173,934 (goods and services) > £4,348,350 (works) |
EU Tenders managed through Procurement Services |
In particular the contract value must be calculated per the definition of Total Value.
1. Competition procedures are applicable unless a dispensation has been granted in accordance with Regulation 18.3.
Non-exhaustive examples of when a dispensation might be appropriate include:
2. The expectation is that, where the required goods are available, purchases up to £25,000 will be made via the Marketplace or under a Framework Contract. Other offers should not be sought, unless better value can be achieved elsewhere, in which case Procurement Services must be notified so that any price discrepancies and inclusion of the supplier on the Marketplace can be explored.
Definitions and Interpretation
Bribery |
As defined in the University’s Policy against Bribery and Corruption |
Certifying |
Completion of Procurement Services’ online dispensation form |
Construction Related Procurement |
The procurement of goods or services which could not be procured separately from the construction or alteration of a building (for example lift maintenance, the procurement and installation of equipment including air conditioning are not Construction Related Procurement) |
CUEF |
The Cambridge University Endowment Fund in which the main University endowments are pooled |
CUFS |
Cambridge University Financial System |
Department, Head of Department |
As defined in Regulation 4.1 |
Deposit Account |
A University-wide facility that allows Departments to invest surpluses |
EM |
The University’s Estate Management Service |
Embedded Company |
A company occupying University premises or whose employees’ normal place of work is on University premises, other than as temporary visitors or to provide services to the University |
EU Threshold |
A threshold from time to time in force above which a public contract must be let in accordance with public procurement legislation |
Framework Contract |
Any framework contracts approved by Procurement Services |
Fraud |
As defined in the University’s Policy against Bribery and Corruption |
HEFCE |
The Higher Education Funding Council for England |
Investment Board |
The board which manages for the University the investment of the CUEF |
Leasing |
A third party (including a supplier or a finance company) makes available for the University’s use assets owned by the third party (ownership never vests in the University), for which a rental payment is made for a period of use; as distinct from an arrangement which amounts to borrowing to fund the possible acquisition of assets |
Marketplace |
Any supplier catalogue or process for obtaining offers which is made available electronically through CUFS |
Nolan Principles |
The seven principles identified by the Committee on Standards in Public Life |
PCI |
Payment Card Industry Data Security Standards |
Planning and Resources Committee |
Planning and Resources Committee of the Council and the General Board |
Procurement Services |
The University’s Procurement Services section of the Finance Division |
Procurement Procedures |
The guidance and model documents on procurement in the Financial Procedures Manual or published on the Procurement Services web pages |
Proposals |
Bona fide, comparable Written bids submitted by a specified date (the Procurement Procedures provide sample documentation) |
Quotes |
Bona fide, comparable Written quotations (the Procurement Procedures provide sample documentation) |
Research Office |
The University’s Research Operations Office |
Staff |
All employees, including temporary and casual workers, irrespective of whether their appointment specifically includes financial responsibilities and however their employment is financed together with anyone else who has any responsibility for the administration, management, or expenditure of any University Income or conducts any University Business |
Tender Submissions |
Formal tender documents submitted by suppliers in response to an Invitation to Tender |
Total Value |
The contract value or estimated value as follows:
|
University |
The Chancellor, Masters, and Scholars of the University of Cambridge |
University Business |
University business which has a financial impact |
University Income |
All monies, regardless of source or purpose, which are due or paid to the University or made available to individuals because of their association with the University, including donations |
Written |
In writing, including submission by fax or mail |
Terms are to be understood as used in Statutes and Ordinances, unless the context of the Regulation requires otherwise.
Words preceding ‘include’, ‘includes’, ‘including’, and ‘included’ shall be construed without limitation by the words which follow those words.
Further Guidance is contained in
Adopted and approved on 19 March 2012 by Order of the Council, Finance Committee, and the General Board, following a Grace on 15 February 2012 by which Regent House repealed the Sites and Buildings Regulations (1994 as amended in 2005) and provided for the continuing constitution of the Buildings Committee as a statutory committee and the consequential amendment of Ordinances.
Terms beginning with capital letters are defined in Schedule 5 where necessary to aid interpretation.
1.1 The Council, Finance Committee, and General Board have responsibilities in relation to University land and buildings.17 These Regulations are issued as part of the discharge of those responsibilities and to facilitate compliance with Statutes and Ordinances. In particular these Regulations seek to set out in one place the arrangements for management of University land, buildings, and capital projects from a technical, operational, and financial perspective.
1.2 A Grace is required for the disposal of land of present or prospective use to the University;18 and for substantial alteration of an existing University building (understood as involving aesthetic as well as financial considerations), the erection of a new University building or the demolition of an existing University building.19 Disposal of land means the sale or transfer of any freehold or leasehold property or the grant of a lease for more than 60 years.20
1.3 These Regulations apply to all University land and buildings owned or leased or to be acquired by the University and related capital and maintenance expenditure. The Regulations must be followed by all Staff; all Departments and University subsidiary companies but not Cambridge University Press except where specifically provided (the Press is governed by its own Statute and Ordinances) or in general Cambridge Assessment (see further Schedule 2).
1.4 Compliance with these Regulations does not remove any requirement to comply with the University’s Financial Regulations issued by the Council.
1.5 Committee and other responsibilities in relation to land and buildings are set out diagrammatically in Schedule 1 and summarized in Schedule 2.
1.6 Breach of these Regulations may result in disciplinary action and will be reported to the Registrary, who will then report to the appropriate committee.
2.1 Projects which relate to land and buildings require Expenditure Approvals and in some cases Specific Operational Approvals. The Expenditure Approvals are set out in Schedule 3 and the Specific Operational Approvals in Schedule 4.
2.2 Compliance with Schedule 3 satisfies the requirement in Financial Regulations for Capital Approval.21
2.3 Heads of Department (see definition in Schedule 5) shall
2.4 Subject to the issue of Expenditure and Specific Operational Approvals, the Head of Estate Management shall approve and sign all contracts for the purchase, lease or licence of land or property or for the erection, demolition, substantial repair or alteration of buildings. Financial Regulation 7.1 governs who may authorize the affixing the University’s seal.
2.5 Financial Regulation 8.3 governs when contract performance may begin.
3.1 The Council, Finance Committee, and General Board hereby give all delegations and directions contemplated by these Regulations.
3.2 Chairmen of committees shall have delegated authority to act for their committees between meetings in urgent, minor or straightforward cases, reporting in full to the next committee meeting.
3.3 All decisions made under delegation shall be reported back to the responsible committee, which may call the matter back for further consideration.22
3.4 Every three years, or more frequently if appropriate, the Registrary shall arrange for these Regulations to be reviewed and for proposed changes to be submitted to the Council, Finance Committee, and the General Board and adoption by their joint Notice.
1. The Council
1.1 The Council23 is the principal executive and policy making body of the University, responsible for administration, planning, resources, and supervision of finances.24 The Council delegates business to its standing and occasional committees.25 The committees dealing with finance, planning and resources are the Finance Committee and the Planning and Resources Committee (PRC).26
1.2 The Council has the primary responsibility for determining if the sale or transfer of freehold or leasehold land or the grant of a lease for 60 years or more would deprive the University of the use of land or buildings which are of present or prospective use to the University (defined in Schedule 5 to these Regulations as “PPU Land”). If so its disposal requires a Grace.27 For the purposes of ongoing management, PPU Land is divided into the Operational and the Non-Operational Estate (both as defined in Schedule 5).
1.3 The Council lays down the scheme of Expenditure and Specific Approvals set out in Schedules 3 and 4.
1.4 The Council and Finance Committee delegate the overall management of the Operational Estate to PRC and the Buildings Committee, which report back to the Council.
1.5 The General Board is responsible for ensuring there are adequate resources for teaching and research.28
2.1 The Finance Committee and Audit Committee are standing committees of the Council.29 The Council from time to time establishes further standing or occasional committees.30
2.2 The Finance Committee is responsible under the Council for financial management and stewardship of all assets and land, whether PPU Land or land held for investment. The Finance Committee itself oversees the management of the Non-Operational Estate, which is managed and maintained on a self-funding basis. The Non-Operational Estate includes land held for investment. The Finance Committee’s remit includes overview of the University’s accounts (and accounting policies, practices, and systems), consideration of management accounts and investment management and the custody of tangible and intangible University assets. It reports to the Council as necessary and advises PRC about the budgetary envelope predicted prudently to be available to the University for both capital and recurrent expenditure. It is responsible with the Council for investment.31
2.3 All borrowing requires Finance Committee approval.
3.1 The Planning and Resources Committee (PRC)32 is a joint committee of the Council and General Board, reporting to both bodies. It is responsible for advice to the central bodies about major strategic matters and for the conduct, subject to the responsibilities of the Council and the General Board, of the higher-level planning and resource management of the University including, with advice from the Finance Committee, proposing the University budget to the Council and the General Board.
3.2 PRC provides the financial oversight for the management of the Operational Estate and approves the estate plans for the management of PPU Land. It ensures the provision of funding for acquisition of land and work in relation to land.
3.3 PRC gives Funding Approvals (see Schedule 3).
3.4 The Buildings Committee33 is a joint committee of the Council and General Board. It gives Technical Approvals where the Total Cost exceeds £1m. It reviews retrospectively the Technical Approvals given by its Minor Works Sub-Committee, giving advice where necessary about how to approach future decisions. Estate Management advises and conducts the operational work for Buildings Committee with the assistance of Finance Division and the Planning and Resource Allocation Office (PRAO).
3.5 The Buildings Committee advises PRC on the annual budget needed in the Building Maintenance Fund for the maintenance of the Operational Estate. It gives Technical Approvals (see Schedule 3) and technical advice on the management of the Operational Estate. The cost of maintaining the Operational Estate is chargeable to the Buildings Maintenance Fund or, if the body giving the Funding Approval determines (see Schedule 3), to departmental or other funds.34 The Buildings Committee has power to delegate maintenance responsibility.35
3.6 The Buildings Committee oversees applications for planning approvals for the Operational Estate and is consulted by Cambridge University Press and Cambridge Assessment about planning applications for premises and land in the city of Cambridge.36
3.7 The Minor Works Sub-Committee is a sub-committee of the Buildings Committee37 to which it reports. It gives Technical Approvals where the Total Cost is £50,000 to £1m, reporting these decisions retrospectively to the Buildings Committee. It makes funding recommendations to the Resource Management Committee (RMC) where the Total Cost is between £50,000 and £1m in parallel with the application to RMC for Funding Approval.38
3.8 The Resource Management Committee (RMC)39 is a joint committee of the Council and General Board and reports in to those committees via PRC. RMC deals with the detailed work of resource allocation.1040
3.9 RMC gives Funding Approvals (see Schedule 3).
3.10 RMC1141 allocates space, dealing with the detailed work on resource allocation, following a proposal by the Space Management Advisory Group. The PRAO allocates space less than 100 square metres under RMC supervision. As part of its space allocation remit, RMC approves proposals to share University space, including with Embedded Companies.
3.11 The Health and Safety Executive Committee42 is a joint committee of the Council and General Board. It is advised by the Consultative Committee on Safety. The Consultative Committee receives and considers the annual University Fire Report from Estate Management. The report then goes to the Health and Safety Executive Committee for consideration.
3.12 The Environmental Strategy Committee43 is a joint committee of the Council and General Board and reports in to those committees via PRC. It is responsible for monitoring and enhancing the University’s environmental management system.
4.1 RMC and PRC propose the budget parameters, which are approved by the Finance Committee. RMC then constructs the budget for PRC approval. The budget then goes to Council with advice from the Finance Committee, prior to being Graced.
5.1 The Press Syndicate is responsible for the management of the finance, property, and affairs of Cambridge University Press, except if Statutes and Ordinances expressly or by necessary implication provide otherwise.44 Cambridge University Press will consult the Buildings Committee about any significant planning applications to be made in respect of any premises or land in the city of Cambridge.45
5.2 A Grace is not required for the sale or transfer of freehold or leasehold land by Cambridge University Press or for the grant of a lease of more than 60 years or for the erection of a new building or for the demolition or substantial alteration of an existing building.46 However the Press Syndicate have undertaken not to dispose, without the approval of the University, of the Pitt Building or of any property acquired from the University and specially designated by agreement between the Press Syndicate and the Council at the time of acquisition. The Press Syndicate have also undertaken to offer the Council the first option to acquire, at prevailing market price, any property in Cambridge which is to be disposed of by the Syndicate, such option if not taken up to lapse fourteen days after the offer.47
5.3 The Local Examinations Syndicate provides the oversight of Cambridge Assessment, including in relation to the management of property assigned to Cambridge Assessment subject to the following requirements:
6.1 The Estate Management Division of the UAS undertakes the technical management of the Operational and Non-Operational Estate (but not investment land within the CUEF), including the following:
6.2 Following the issue of a Funding Approval for building work, the Finance Division conducts final due diligence checks including as to the sources and reliability of funding. The building warrant (being the formal authority to spend) is issued
6.3 The Space Management Advisory Group is a working group, which reports to RMC and makes proposals about allocation of University space.
6.4 PRAO is a unit within the Academic Division. Among other responsibilities it gives Funding Approvals and, under RMC supervision, allocates space less than 100 square metres. PRAO services PRC, RMC, the Buildings Committee, the Minor Works Sub-Committee, and the Space Management Advisory Group.
7.1 Schools are responsible for resource allocation within the parameters set by the annual budget report.
7.2 Heads of Department
The definition in the Financial Regulations from time to time in force51 is adopted for the purposes of these Regulations. At the time of adoption of these Regulations this means: “the head of a department or a faculty not organized in departments, secretaries of faculties, head of a centre, institute or other body under the supervision of the General Board or Council and head of a division within the Unified Administrative Service”. “Department” is interpreted accordingly.
Heads of Department are responsible, in respect of buildings assigned to the Department, for
8.1 The Investment Office buys and sells and arranges the technical management of land and buildings held for investment purposes within the CUEF, under the oversight of the Investment Board, reporting to the Council via the Finance Committee.
9.1 All payments of premium for the lease of land and receipts from the sale of land (other than land held for investment purposes) shall be credited to the Land Fund. The capital and the income of the Fund may be used (a) to purchase sites which are suitable for development for University purposes, and (b) to meet the cost of planning and providing the infrastructure for the development of sites in University ownership, including costs relating to the requirements of Town and Country Planning legislation.54
*Where any delegation has been approved pursuant to Schedule 4, the Department will act in place of Estate Management
Total Cost |
Head of Department |
Estate Management* |
PRAO |
Minor Works Sub-Committee |
Buildings Com- mittee |
RMC |
PRC |
Total Cost of less than £50k unless Buildings Committee has approved a Minor Works Expenditure Approval Exemption |
Provides Brief Business Case to PRAO. |
Estate Management prepares the budget for PRAO and gives Technical Approval. |
PRAO checks funding availability. Provided Estate Management agrees PRAO issues the Funding Approval. |
||||
Total Cost is £50k to £1m. |
Provides Brief Business Case to PRAO. |
Estate Management checks value for money and prepares the budget for Minor Works Sub-Committee. |
PRAO checks funding availability and consults Estate Management. Reports to Minor Works Sub-Committee. |
Receives Estate Management and PRAO advice. Makes a funding recommendation to RMC. Gives the Technical Approval which is then reported to Buildings Committee. |
Funding Approval. |
||
Total Cost is >£1m to <£2m. |
Provides Brief Business Case to PRAO. |
Estate Management checks value for money and prepares the budget for Buildings Committee. |
PRAO reviews and recommends to Buildings Committee business need (academic or administrative need and value for money). |
Technical Approval. |
Funding Approval. |
||
Total Cost is £2m or above (Capital Projects Process). |
Registers the project with PRC at the outset. The Chairman of PRC has power to register small, straightforward projects. Prepares the Concept Paper. When the Concept Paper is approved, prepares full business case including the confirmation/revision of the Concept Paper and business plan and the provision of estimates. |
Estate Management checks value for money and prepares the budget for Buildings Committee. |
PRAO assists Department working with Estate Management. |
Technical Approval. |
Approves Concept Paper before proceeding further and determines how the preparation of the full business case is to be funded. Funding Approval. |
Subject |
Approval or determination by |
Other requirements |
Alienation of land |
||
Determination whether land is PPU Land.55 |
Finance Committee. In straightforward cases the determination can be made by the Director of Finance (on advice of the Director of Estate Management) and reported to the Finance Committee. |
PRC advises the Finance Committee. Estate Management provide technical advice. |
Approval for sale or transfer or grant of a lease for more than 60 years of land which is PPU Land.56 |
Regent House (Grace). |
Report from Council to Regent House. |
Approval for sale or transfer or grant of a lease for more than 60 years of land which is not PPU Land.56 |
Finance Committee. |
|
Approval for grant of a lease of PPU Land for less than 60 years.56 |
Finance Committee. |
|
Use of Land Fund (receipts from sale or lease of land other than land held for investment purposes).57 |
Finance Committee. |
|
Alteration or change of use |
||
Consideration of whether a repair or alteration is substantial and, if not substantial what publicity is appropriate.58 |
The body which gives the Technical Approval (Minor Works Sub-Committee or Buildings Committee depending on project Total Cost). |
|
Preliminary approval of proposals for substantial repair or alteration (prior to seeking a Grace).59 |
PRC gives the Funding Approval. Buildings Committee gives the Technical Approval. |
|
Approval for substantial alteration of an existing University building.60 |
Regent House (Grace). |
Consult the Directors of Estate Management and Finance and the Taxation Section. Execution of contract documents is done by the Director of Estate Management.61 |
Approval for change of use.62 |
RMC. |
Estate Management advises. |
Subject |
Approval or determination by |
Other requirements |
Erection or demolition of a building |
||
Approval for the erection of a new University building or for the demolition of an existing University building.63 |
Regent House (Grace). |
Consult the Directors of Estate Management and Finance and the Taxation Section. The Director of Estate Management signs the contract documents.64 |
Maintenance |
||
Setting the annual budget for the Building Maintenance Fund. |
PRC – Financial Approval Buildings Committee – Technical Approval. |
|
Delegation of maintenance (for the execution of one or more maintenance projects). |
Buildings Committee. |
When considering a request until further notice to delegate maintenance, Committee shall set any appropriate thresholds and conditions and shall have regard to the following:
A list shall be published on the Estate Management website setting out delegations made.65 |
Minor works expenditure approval exemption |
||
Exemption from need to seek an Expenditure Approval for work not exceeding £50,000. |
Buildings Committee. |
When considering a request for exemption until further notice from the need to seek an Expenditure Approval for work where the Total Cost does not exceed £50,000, Committee shall set any appropriate thresholds and conditions and shall have regard to the following:
A list shall be published on the Estate Management website setting out delegations made. |
Subject |
Approval or determination by |
Other requirements |
Permission to carry out minor works |
||
Permission to carry out minor works. |
Buildings Committee. |
When considering a request for permission until further notice to carry out minor works, Committee shall set any appropriate thresholds and conditions and shall have regard to the following:
A list shall be published on the Estate Management website setting out delegations made. |
Permission to carry out emergency work |
||
Permission to carry out Emergency work without seeking an expenditure approval. |
Buildings Committee. |
When considering a request for permission until further notice to carry out emergency work as it arises, Committee shall set any appropriate thresholds and conditions and shall have regard to the following:
A list shall be published on the Estate Management website setting out delegations made. |
Acquisition of land |
||
Approval for acquisition of property (freehold leasehold or any building) anywhere in the world to form part of PPU Land whether for value or not.66 |
Finance Committee. |
PRC advises Finance Committee as necessary. |
Borrowing |
||
Prior approval required. |
Finance Committee. |
|
Subject |
Approval or determination by |
Other requirements |
Allocation of space |
||
Allocation of space. Approval for sharing University space with any third party, including an Embedded Company, and whether by way of lease, licence or any other formal or informal arrangement. A change to the net usable area of the building. A change of use.67 |
RMC. |
Consult the Space Management Advisory Group (SMAG considers and puts proposals to RMC). Consult Estate Management about the terms of any arrangement with a third party. Execution of contract documents is done by the Director of Estate Management.68 |
‘Brief Business Case’ |
A paper setting out the academic or administrative need, value for money, and funding source and confirming that, where the Department belongs to a School, the Head of School approves the project. |
‘Buildings Maintenance Fund’ |
The fund referred to in Ordinance Ch. XIII, ‘University Funds, Special Regulations, Buildings Maintenance Funds’. |
‘Cambridge Assessment’ |
The operational arm of the Local Examinations Syndicate. |
‘Capital Approval’ |
The approval required (under these Regulations) for capital projects where the Cost of works is £2m or above and (under Financial Regulations) expenditure on capital items (inclusive of VAT), is £2m or above. |
‘Concept Paper’ |
A paper setting out the academic or administrative case, value for money and preliminary costings. |
‘CUEF’ |
Cambridge University Endowment Fund. |
‘Department’, ‘Head of Department’ |
As defined in Financial Regulations. |
‘Embedded Company’ |
A company occupying University premises or whose employees’ normal place of work is on University premises, other than as temporary visitors or to provide services to the University. |
‘Emergency Work’69 |
If an unforeseen Maintenance event causes damage, the minimum work immediately necessary to preserve property and address health and safety risks. |
‘Estate Management’ |
The University’s Estate Management Service. |
‘Expenditure Approval’ |
An approval in accordance with Schedule 3. |
‘Funding Approval’ |
Authority given to Finance Division to issue a building warrant. |
‘Financial Regulations’ |
The University’s Financial Regulations (an Order of Council set out in Ordinances). |
‘Investment Board’ |
The board which manages for the University the investment of the Cambridge University Endowment Fund (CUEF). |
‘Investment Office’ |
The officer group which provides technical management for the Investment Board. |
‘Maintenance’ |
The repair, refreshment or renewal of what already exists to enable the facilities to function as originally intended, as distinct from Refurbishment and Restructuring; Maintenance does not change the scope, capacity or structure of any facility, nor does it add or remove any facility; it has the sense of continuance and preservation. |
‘Minor Works Expenditure Approval Exemption’ |
Buildings Committee approval for a Department to proceed with work (not to exceed £50,000) without seeking an Expenditure Approval. |
‘Non-Operational Estate’ |
Land and buildings held for the general purposes of the University (e.g. residences) and land and property that could be needed in the foreseeable future for the Operational Estate. It is managed on a self-funded basis and remits income to the Chest. |
‘Operational Estate’ |
Land and buildings currently used for teaching and research or for administrative and other support functions, including the University Farm, and retention of specialist use and ‘churn’ space but excluding land used by Cambridge University Press and Cambridge Assessment (the Local Examinations Syndicate). |
‘PPU Land’ |
Freehold or leasehold land where the sale or transfer or the grant of lease for sixty years or more would deprive the University of the use of land or buildings which are of present or prospective use to the University. |
‘PRC’ |
Planning and Resources Committee of the Council and the General Board. |
‘PRAO’ |
Planning and Resource Allocation Office. |
‘Refurbishment’ |
Upgrading what exists. |
‘Restructuring’ |
Changing what exists. |
‘RMC’ |
Resource Management Committee. |
‘SMAG’ |
Space Management Advisory Group. |
‘Specific Operational Approval’ |
An approval in accordance with Schedule 4. |
‘Staff’ |
All employees irrespective of whether their appointment specifically includes responsibilities for land and buildings and however their employment is financed together with anyone else who has any responsibility for the management or Maintenance of or expenditure on any University land or buildings. |
‘Technical Approval’ |
Confirmation that the proposed budget and specification for building work meet the operational, quality and technical needs and provide value for money. |
‘Total Cost’ |
The total cost or estimated total cost to bring a project to completion, including without limitation all design work, VAT, constructions costs and planning advice. |
‘University’ |
The Chancellor, Masters, and Scholars of the University of Cambridge. |
Terms are to be understood as used in Statutes and Ordinances, unless the context of the Regulation requires otherwise. Words preceding ‘include’, ‘includes’, ‘including’, and ‘included’ shall be construed without limitation by the words which follow those words.
If in doubt, consult Estate Management or PRAO. Further written guidance is contained in the Finance Committee, PRC, RMC, and Estate Management70 web pages.
1. There shall be a standing committee of the Council, called the Audit Committee, which shall consist of:
provided that it shall not be obligatory for the Committee to co-opt any person or persons.
For the purpose of these regulations, external members are defined as the following members of the Audit Committee:
2. Members in classes (a), (b), and (c) shall be appointed in the Michaelmas Term to serve for three years from 1 January next following their appointment. No member in class (a), (b), and (c) may serve for more than eight consecutive years. Co-opted members shall serve until 31 December of the year in which they are co-opted or of the following year, as the Committee shall decide at the time of their co-optation.
3. No person may be a member of the Audit Committee who is a member of the Finance Committee of the Council. If a member of the Audit Committee becomes a member of the Finance Committee, his or her place shall thereupon become vacant.
4. The Audit Committee shall meet at least twice in each financial year. It shall be the duty of the Committee:
5. No decision of the Audit Committee shall have any binding effect unless there are at least five members, three at least of these being external members, present at a meeting of the Audit Committee. If a decision is the subject of a vote and there is an equality of votes cast, the Chairman, or Acting Chairman, as the case may be, shall be entitled to give a second or casting vote.
6. In the absence of the Chairman of the Committee, the Audit Committee shall elect an acting Chairman from the external members present.