Procurement
Our Procurement team, based in the Finance Department, helps the University meet its objectives and deliver the best results in the most cost-effective way.
The team can advise you on dealing with suppliers and sourcing the goods and services you need to do your job.
Document list
The team has a number of forms and templates available to help you.
Document list
Expenses
Expenses paid as part of Kent business should be claimed for reimbursement as soon as possible. Petty cash must not be used to reimburse individual expenses.
The use of personal monies should be minimised where possible by the use of a University credit card or by arranging for the supplier to invoice Kent directly.
Document list
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How to claim personal expenses
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Employee Personal Expenditure Policy
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Travel and subsistence rates
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Sterling expenses claim form
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Foreign currency expenses claim form
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HMRC subsistence rates for travel outside the UK
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Advance expenses claim form
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Guidance on completing expense claim forms
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Research expenses claim forms and guidance
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Relocation Policy and Procedure
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Relocation expenses form
Legal requirements and governance
Information compliance
Data protection
General Data Protection Regulation (GDPR) legislation came into force in
May 2018 and replaced the Data Protection Act. Basic principles for looking
after personal data remain the same, but there are stricter standards and the
maximum penalty has increased to €20 million.
Each school or department will have one or more Information Custodians (ICs), who work with the Information Compliance team to improve protection of personal data in line with the GDPR.
All staff should complete a GDPR online training module.
The Information Compliance team is developing tools to help schools and departments with GDPR, including:
- Information Asset Register, to help identify, risk assess and monitor manual or electronic collections of personal data
- Handling a data breach
- Writing a privacy notice
- Data Protection Impact Assessments (DPIAs) guidance
- Data Protection Impact Assessments (DPIAs) template
Freedom of information
Key contact
For queries on data protection, email our Information Compliance team.
Records management
Document list
University constitution and management
The University of Kent is a self-governing autonomous institution set up by Royal Charter in 1965. The Charter sets out our overall constitution, with statutes and ordinances detailing how the University operates in practice.
Our key governing bodies are:
- the Council (and its sub-committees), which has overall responsibility for governance
- the Senate, overseeing our academic work
- the Executive Group (EG), responsible for day-to-day running of the University
- the Senior Leadership Forum, comprising senior managers
Copyright
Copyright is now an unavoidable and important aspect of university life.
Our Copyright and Licensing Compliance Officer will help you navigate your way through copyright law.
Planning and management
Our Financial Planning and Analysis Office supports schools and departments on issues relating to budgeting and financial planning. If you have a financial query, you should talk to your school/department financial administrator first.
We can help you learn more about:
- our Resource Allocation Model (RAM)
- financial planning, including Planning Round, budget setting, financial year-end and budget meetings
- plans for new taught programmes
- budget commentary
- agreed transfer of budget from one heading to another, or 'virements'
- training, for example, in RAM and Agresso.
Insurance
Our insurance protection includes:
We can also help with:
- claiming
- policy excess
- employers’ liability
- producing evidence.
Key contact
For help with a specific insurance issue, email or phone the Insurance Office on ext 4553.
Taxes
Our VAT support team can provide guidance on:
Key contact
For help and advice on specific tax issues, email or phone the VAT Support team on ext 7487.
Risk management
Our risk and financial compliance team is helping to develop and implement the University’s risk management strategy.
A Risk Management Working Party has been set up to consider reforms to the University’s Risk Management Process and make recommendations to the Executive Group.
A Risk Champion Network has also been formed to disseminate good practice across our campuses.
Document list
Key contact
For more help and advice, email or phone the Risk and Compliance Office on ext 16481.