CS Operations Guide¶
For support with travel, expenses, room bookings and stationary please contact CS Operations (Ops) 1.
Activity Codes for expenses such as travel and conferences can be found from your supervisor
Credit card expenditures (RBS)¶
For item orders, conference registrations and subscriptions please complete the credit card expenditure form. The link includes further guidance. You will need to include an I&E code, the full list is also available.
The budget holder can sign the form electronically or provide approval by email.
Once you have their approval, submit the form to CS Operations (Ops) 1.
Please note that we require two weeks’ notice for any payments due to the high volume of requests.
Requesting conference registration¶
This will need to be a credit card payment so please see link to form and guidance above. We need at least 2 weeks’ notice of the registration deadline. Please ensure that the following items are completed on the form to avoid unnecessary delay:
The budget holder has approved the expenditure – either by electronic signature on the form or by email approval, which should be sent to csops@manchester.ac.uk . If you are not sure who the budget holder is, please contact your supervisor.
The account code to be charged is on the form.
A task code if the account code is an R or P code. Any other codes do not need a task code.
An I&E code - 4337 for UK conferences or 4338 for overseas conferences
Justification as to why this should be a credit card purchase – usually this is because the conference organisers are not university suppliers.
Any login or other details we will need to complete the payment. This can also be done by sending screenshots of the relevant information and sending this with the expenditure request form.
Deadline for the registration or early bird rates.
Once the completed form is received by the CS Ops team, approval from the authorised signatory will be requested. Once the request has been approved, a member of the CS Ops team will make the payment and inform the requestor once this has been done. Any payment confirmation/invoice received by the requestor should be sent on to csops@manchester.ac.uk as this is required by the University Finance Department.
Requesting travel and accommodation¶
All university travel should be booked for PGRs via Key Travel (https://my.keytravel.com/uk/) by the CS Ops team. The process is as follows:
All travel needs a risk assessment and this should be completed by the requestor and shared with their supervisor. Refer to the Risk Assessment Decision Flowchart to check what level of risk assessment is required.
The requestor needs a Key Travel profile. The requestor should email csops@manchester.ac.uk requesting this and the CS Ops team will send a link so that the requestor can create their profile. Once this is complete, the profile will be active a day later.
Once the profile is active, the requestor should be able to log in to Key Travel and create their itinerary/quote by selecting their choice of hotel, train or flight and add their choices to the basket.
Once the basket is complete, the itinerary/quote should be shared with the requestor’s supervisor to request approval.
The quote should also be shared with csops@manchester.ac.uk along with
the supervisor’s approval,
account code (and task code if necessary),
confirmation that the risk assessment has been shared with the supervisor,
reason for travel and;
final destination.
A member of the CS Ops team will then be able to make the booking and will forward on any confirmations to the requestor.
Expenses¶
If you are claiming expenses for travel, taxis, food etc, please fill in the PR7 form. You must include receipts and ask the budget holder to sign it or approve by email. If you’re not sure which account should be used, ask your supervisor.
You will also need the I&E code for the expenditure - a full list is available.
Room Booking¶
To request a room booking, please use https://resourcebooker.manchester.ac.uk/. If the room is not available on the system, please contact CS Operations (Ops) 1.
Stationery¶
For any stationery items, please visit CS Operations (Ops) 1.