Update pmo_procedures_for_ssi_staff.md

Changed tables to bullet text.

Author: KirstyPringle

ssi-handbook/pmo_procedures_for_ssi_staff.md

@@ -17,6 +17,26 @@ This document outlines the main procedures undertaken by the PMO and outlines th
 This document is aimed at informing SSI Staff / Fellows on the procedures and timescales.  Documentation for the PMO staff is detailed on the Finance Sharepoint site (email [[email protected]](mailto:[email protected]) for more info).  All PMO finance work must adhere to University of Edinburgh policy (outlined in People and Money).  There are additional notes for some of the activities below the tables.
 
 
+## Table of Contents
+
+- [Notes relevant to all payments](#notes-relevant-to-all-payments)
+- [PMO Activities Involving Fellows](#pmo-activities-involving-fellows)  
+  - [1.1 Paying Fellows Expense Claims](#11-paying-fellows-expense-claims)  
+  - [1.2 Booking and paying for a venue / catering on behalf of a Fellow](#12-booking-and-paying-for-a-venue--catering-on-behalf-of-a-fellow)  
+  - [1.3 Booking travel for a Fellow or on behalf of a Fellow](#13-booking-travel-for-a-fellow-or-on-behalf-of-a-fellow)  
+  - [1.4 Fellows claims paid before the expense is occurred (prepayment)](#14-fellows-claims-paid-before-the-expense-is-occurred-prepayment)  
+  - [1.5 Paying Casual Workers (paying non-SSI Staff on behalf of a Fellow)](#15-paying-casual-workers-paying-non-ssi-staff-on-behalf-of-a-fellow)  
+  - [1.6 Other Purchases (on behalf of a Fellow)](#16-other-purchases-on-behalf-of-a-fellow)  
+- [PMO Activities Not Involving Fellows](#pmo-activities-not-involving-fellows)  
+  - [2.1 Paying External Staff or External Organisations](#21-paying-external-staff-or-external-organisations)  
+  - [2.2 PMO Booking travel / hotel for a third party (on behalf of SSI staff)](#22-pmo-booking-travel--hotel--for-a-third-party-on-behalf-of--ssi-staff)  
+  - [2.3 SSI sponsorship of an external event](#23-ssi-sponsorship-of-an-external-event)  
+  - [2.4 Sponsorship of an SSI event by an external organisation](#24-sponsorship-of-an-ssi-event-by-an-external-organization)  
+  - [2.5 Booking and paying for a venue / catering (on behalf of SSI Staff)](#25-booking-and-paying-for-a-venue--catering-on-behalf-of-ssi-staff)  
+  - [2.6 Other Purchases (on behalf of SSI Staff)](#26-other-purchases-on-behalf-of-ssi-staff)
+
+
+
 ## Notes relevant to all payments
 
 
@@ -114,6 +134,30 @@ Create a folder in sharepoint with lowFAT ID and fellows name.
 </table>
 
 
+**Task:** Paying Fellows Expense Claims  
+This is the usual scenario in which the Fellow pays for an activity and later reclaims costs.
+
+**Minimum Time:**  
+Fellows submit a request for approval to the Fellows Management Team at least one month before the activity.  
+Fellows must submit an expense claim within 3 months of the event.
+
+- **Step 1 [Fellow]**: Submit a Funding Request via LowFAT.  
+  This triggers an email to the SSI Fellows Management Team.
+
+- **Step 2 [SSI Fellows Management Team]**: Receive email about LowFAT funding request.  
+  Review requests at least every other working day.
+
+- **Step 3 [SSI Fellows Management Team]**: Either approve or reject the request.  
+  Inform the Fellow of the decision through LowFAT.
+
+- **Step 4 [Fellow]**: If approved, the Fellow submits the expense claim within 3 months of the activity.  
+  PMO cannot make payment before Fellow’s blog has been approved.
+
+- **Step 5 [PMO]**: Follow UoE Payment procedures (see notes).  
+  Create a folder in SharePoint with LowFAT ID and Fellow's name.
+
+
+
 1.1 Notes:
 
 
@@ -224,6 +268,38 @@ This is done so the final LowFAT balance is updated.
 </table>
 
 
+**Task:** Booking and paying for a venue / catering on a Fellow's behalf  
+Note – this is the exception rather than the norm. Usually Fellows book & pay for their own travel, then reclaim (see 1.1).  
+Booking on someone's behalf is made in special circumstances, e.g. when costs would be prohibitive.
+
+**Minimum Time:**  
+14 weeks from submission of Funding request
+
+- **Step 1 [Fellow]**: Submit a funding request through LowFAT notifying that something needs to be paid directly by SSI/UoE.  
+  Application outlines key details including venue, purpose and cost.  
+  This triggers an email to the SSI Fellows Management Team.
+
+- **Step 2 [SSI Fellows Management Team]**: Receive email about LowFAT funding request.  
+  Review requests at least every other working day.
+
+- **Step 3 [SSI Fellows Management Team]**: Email the PMO inbox if they think booking and paying on a Fellow’s behalf will be needed.
+
+- **Step 4 [PMO]**: Contact fellow for key details.
+
+- **Step 5 [PMO]**: Confirm if the supplier is already registered.  
+  Also confirm the exact amount, with VAT details and a detailed description of what is being bought.
+
+- **Step 6 [PMO]**: Communicate timeline to Fellows Management Team and to the Fellow.  
+  Create a GitHub issue (if required).  
+  Create a folder in SharePoint with LowFAT ID and Fellow's name.
+
+- **Step 7 [PMO]**: Follow UoE How to buy process (see note below).
+
+- **Step 8 [Fellow]**: Submit an expense claim detailing the final amount paid to the supplier.  
+  This should include a copy of the invoice (may need to be provided by the PMO).  
+  This is done so the final LowFAT balance is updated.
+
+
 1.2 Notes:
 
 
@@ -327,6 +403,38 @@ This is done so the final LowFAT balance is updated.
 </table>
 
 
+
+**Task:** Booking travel for a Fellow or on behalf of a Fellow  
+Note – this is the exception rather than the norm. Usually Fellows book their own travel, then reclaim (see 1.1).  
+Booking on someone's behalf is made when there are special circumstances, e.g. when costs would be prohibitive.
+
+**Minimum Time:**  
+Domestic travel: 4 weeks  
+International travel: 8 weeks
+
+- **Step 1 [Fellow]**: Submit a funding request through LowFAT.  
+  Application outlines key details including person name, purpose, and cost.  
+  This triggers an email to the SSI Fellows Management Team.
+
+- **Step 2 [SSI Fellows Management Team]**: Send the query to the PMO inbox explaining that the Fellow has asked for it to be booked on their behalf.  
+  Assesses whether PMO booking for the Fellow is appropriate.
+
+- **Step 3 [PMO]**: Email traveller to collect info required for booking (e.g. name, passport, visa requirements, dates, journey details).  
+  *Note – data protection: Ensure personal data of the traveller is not shared with people who do not need to see it.*
+
+- **Step 4 [PMO]**: Create a GitHub issue (if required).  
+  Create a folder in SharePoint with LowFAT ID and Fellow's name.
+
+- **Step 5 [PMO]**: Book the travel/hotel through Diversity with input from traveller to choose best options.
+
+- **Step 6 [PMO]**: Email booking details to travellers.
+
+- **Step 7 [Fellow]**: Submit an expense claim with the final amount paid to the supplier.  
+  This should include a copy of the invoice (may need to be provided by PMO).  
+  This is done so the final LowFAT balance is updated.
+
+
+
 1.3.Note
 
 
@@ -413,6 +521,32 @@ How to buy process.
 </table>
 
 
+
+**Task:** Fellows claims paid before the expense is incurred (prepayment)  
+*Prepayment is the exception rather than the norm and will be considered on a case-by-case basis. The normal process is for Fellows to claim after the event (see 1.1).  
+Prepayment would normally be approved if it is felt that the Fellow would experience financial stress / hardship by upfront payment.*
+
+**Minimum Time:**  
+14 weeks from submission of LowFAT request
+
+- **Step 1 [Fellow]**: Submit an application through LowFAT.  
+  Highlights in the application that payment before the event is required.  
+  Application outlines key details including person’s name, purpose, and cost.  
+  This triggers an email to SSI Fellows Management Team members.
+
+- **Step 2 [SSI Fellows Management Team]**: Check the LowFAT funding requests at least every other working day.
+
+- **Step 3 [SSI Fellows Management Team]**: Check conditions of the prepayment request and email the PMO inbox to confirm payment in advance is accepted.  
+  If not, reject and communicate to Fellow.  
+  Explains the T&Cs to the Fellow.
+
+- **Step 4 [PMO]**: Create a GitHub issue (if required).  
+  Create a folder in SharePoint with LowFAT ID and Fellow’s name.
+
+- **Step 5 [PMO]**: Follow UoE How to buy process.
+
+
+
 1.4. Prepayment Terms and Conditions:
 
 
@@ -516,6 +650,35 @@ The purchase order MUST be in place before the work starts.
 </table>
 
 
+**Task:** Paying Casual Workers (paying non-SSI Staff on behalf of a Fellow)
+
+**Minimum Time:**  
+14 weeks from submission of LowFAT request
+
+- **Step 1 [Fellow]**: Submit an application through LowFAT.  
+  Application outlines key details including person’s name, purpose, and cost.  
+  This triggers an email to SSI Fellow Management Team members.
+
+- **Step 2 [SSI Fellows Management Team]**: Check the LowFAT funding requests at least every other working day.
+
+- **Step 3 [SSI Fellows Management Team]**: Email the PMO inbox to inform them that external staff need to be paid.
+
+- **Step 4 [PMO]**: Collect key information from SSI requestor including name of all payees and number of hours to be worked.  
+  Create a folder in SharePoint with LowFAT ID and Fellow’s name.
+
+- **Step 5 [PMO]**: Create a GitHub issue.  
+  Email “SSI Casual Workers Data Information Form” to payees to collect key information.  
+  [Form Link](https://forms.office.com/e/vFidM7ALXL)  
+  *Note – data protection issues as this is personal information.*
+
+- **Step 6 [PMO]**: Communicate timeline for information collection and payment to Fellows Management Team and to the Fellow.  
+  Most payments are done as trade suppliers – workers will need a Unique Tax Reference Number (takes about four weeks to apply for one).
+
+- **Step 7 [PMO]**: Informed by UoE rules, establish the payment method (PO, F100, etc.)  
+  Follow UoE How to buy process.  
+  The purchase order **must** be in place **before** the work starts.
+
+
  1.5 Notes
 
 
@@ -583,6 +746,19 @@ The purchase order MUST be in place before the work starts.
   </tr>
 </table>
 
+**Task:** Other Purchases (e.g. prizes, Love2shop vouchers, training courses, hardware)  
+**Minimum Time:** 16 weeks from first contact with PMO  
+*_(Can be faster if supplier is already registered)_*
+
+- **Step 1 [SSI Requestor]**: Email the PMO with key information including details of voucher / course and costs and the date required by.
+
+- **Step 2 [PMO]**: Coordinate with the requestor for key details.
+
+- **Step 3 [PMO]**: Create a GitHub issue (if required).
+
+- **Step 4 [PMO]**: Follow the UoE How to buy process.
+
+
 
 1.6 Notes:
 
@@ -670,6 +846,26 @@ Most payments are made to trade suppliers, workers will need a Unique Tax Refere
   </tr>
 </table>
 
+**Task:** Paying External Staff or Organisations  
+**Minimum Time:** 14 weeks from first contact with PMO  
+*Payment method must be arranged and approved BEFORE work starts.*
+
+- **Step 1 [SSI Staff Requestor]**: Email the PMO.
+
+- **Step 2 [PMO]**: Create a GitHub issue.
+
+- **Step 3 [PMO]**: Email *Casual Workers Data Information Form* to payee to collect key information (cc’ing SSI staff member).  
+  [Form Link](https://forms.office.com/e/vFidM7ALXL)
+
+- **Step 4 [PMO]**: PMO contacts Giacomo / Selina to assess whether a contract is needed (if needed passes to the contracts team).  
+  Create a relevantly named folder in the correct section of SharePoint (can be in Payment or Contracts folders).
+
+- **Step 5 [PMO]**: Check form and decide which route to pay people through (F100, TAP, or Trade Supplier).  
+  Most payments are made to trade suppliers – workers will need a Unique Tax Reference Number (takes about four weeks to apply for one).
+
+- **Step 6 [PMO]**: Follow UoE procurement procedures.
+
+
 
 
 ### 2.2 PMO Booking travel / hotel  for a third party (on behalf of  SSI staff)
@@ -741,6 +937,26 @@ Create a folder in sharepoint.
 </table>
 
 
+**Task:** Booking travel / hotel on someone’s behalf  
+**Minimum Time:**  
+- Domestic travel: 4 weeks  
+- International travel: 8 weeks
+
+- **Step 1 [SSI Staff Requestor]**: Email PMO with information including; details of traveller, outline of journey and a short justification as to why the PMO should book the travel.
+
+- **Step 2 [PMO]**: Review if PMO booking is appropriate.  
+  If approved, PMO emails traveller(s) to collect info required for booking.  
+  *Note: Personal data, ensure it is not to be shared with people who do not need to see it.*
+
+- **Step 3 [PMO]**: Create a GitHub issue (if required).  
+  Create a folder in SharePoint.
+
+- **Step 4 [PMO]**: Book the travel/hotel (normally through Diversity) with input from travellers to choose best options.
+
+- **Step 5 [PMO]**: Email booking details to travellers.
+
+
+
 2.2 Notes: 
 
 
@@ -806,6 +1022,19 @@ Create a folder in Sponsorships area of sharepoint
   </tr>
 </table>
 
+**Task:** SSI sponsorship of an external event  
+**Minimum Time:** 4 weeks
+
+- **Step 1 [SSI Staff Requestor]**: Email the PMO with details including; event details, contact name and details, agreed sponsorship amount and any conditions.
+
+- **Step 2 [PMO]**: Makes a GitHub issue.  
+  Create a folder in Sponsorships area of SharePoint.
+
+- **Step 3 [PMO]**: Request invoice as per agreement.
+
+- **Step 4 [PMO]**: Follow UoE How to buy process.
+
+
 
 2.3 Notes:
 
@@ -872,6 +1101,19 @@ Create a folder in sharepoint
   </tr>
 </table>
 
+**Task:** Sponsorship of an SSI event by an external organization  
+**Minimum Time:** 12 weeks (though payment can be received after the event)
+
+- **Step 1 [SSI Staff Requestor]**: Email the PMO with details including; sponsoring organisation name, contact name and details, SSI event name and agreed sponsorship amount and any conditions.
+
+- **Step 2 [PMO]**: Makes a GitHub issue.  
+  Create a folder in SharePoint.
+
+- **Step 3 [PMO]**: PMO contacts Giacomo / Selina to assess whether a contract is needed (if needed passes to the contracts team).
+
+- **Step 4 [PMO]**: Follow UoE procedures to issue invoice and finally confirm receipt of income.
+
+
 
 Notes: None
 
@@ -935,6 +1177,21 @@ If the event cost is >5K then 3 quotes are required.
 </table>
 
 
+**Task:** Booking and paying for a venue / catering  
+**Minimum Time:** 16 weeks from first contact with PMO
+
+- **Step 1 [SSI Staff Requestor]**: Email the PMO with key information including event date, venue, number of attendees, details of requirements (e.g. if catering is required).
+
+- **Step 2 [PMO]**: Coordinate with the requestor for key booking details.  
+  PMO checks that a formal quote has been received.  
+  If the event cost is >5K then 3 quotes are required.
+
+- **Step 3 [PMO]**: Creates a GitHub issue (if required).
+
+- **Step 4 [PMO]**: Follow the UoE How to buy process.
+
+
+
 2.5 Notes:
 
 
@@ -999,8 +1256,21 @@ If the event cost is >5K then 3 quotes are required.
 </table>
 
 
+**Task:** Other Purchases (e.g. prizes, love2shop vouchers, training courses)  
+**Minimum Time:** 16 weeks from first contact with PMO  
+*Can be faster if supplier is already registered*
+
+- **Step 1 [SSI Requestor]**: Email the PMO with key information including details of voucher / course and costs and the date required by.
+
+- **Step 2 [PMO]**: Coordinate with the requestor for key details.
+
+- **Step 3 [PMO]**: Creates a GitHub issue (if required).
+
+- **Step 4 [PMO]**: Follow the UoE How to buy process.
+
+
 2.6 Notes:
 
 
 
-* UoE How to buy process: [How to buy process](https://uoe.sharepoint.com/sites/SSIFinancePlanning/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSSIFinancePlanning%2FShared%20Documents%2FPeople%20%26%20Money%20Guides%20and%20Training%2FPurchase%20Ledger%2FPurchase%20Requisition%20Process%20People%20and%20Money%20PM%2D3706%20%2D%20Requestor%20%2D%20Creating%20a%20Non%2DCatalog%20Smart%20Form%20Requisition%2Epdf&parent=%2Fsites%2FSSIFinancePlanning%2FShared%20Documents%2FPeople%20%26%20Money%20Guides%20and%20Training%2FPurchase%20Ledger)
+* UoE How to buy process: [How to buy process](https://uoe.sharepoint.com/sites/SSIFinancePlanning/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSSIFinancePlanning%2FShared%20Documents%2FPeople%20%26%20Money%20Guides%20and%20Training%2FPurchase%20Ledger%2FPurchase%20Requisition%20Process%20People%20and%20Money%20PM%2D3706%20%2D%20Requestor%20%2D%20Creating%20a%20Non%2DCatalog%20Smart%20Form%20Requisition%2Epdf&parent=%2Fsites%2FSSIFinancePlanning%2FShared%20Documents%2FPeople%20%26%20Money%20Guides%20and%20Training%2FPurchase%20Ledger)