Finance Schedule
Overview:
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Overview:
You have different financing options to meet your resource needs.
We provide various figures, statistics and reports to our internal and external stakeholders. In order to draw the correct conclusions you need to make sure you rely on the figures that are appropriate for the specific question.
You are basically free to carry out legal transactions and subsequent revenues or expenditures, as long as you have the respective financial competencies.
With its over 28’000 students and seven faculties, UZH is the largest university in Switzerland. As a public institution we are primarily funded by public taxes.
Your financial responsibility is defined by your role and the associated tasks within the organizational hierarchy. You are given the competencies needed for decision-making. You are free to delegate administrative tasks to your support staff. The financial responsibility however is inextricably linked to the function…
In addition to the basic ERP system (SAP) you have different business applications (fully integrated in SAP) as well as other financial management tools available.
Discover UZH’s financial management – digital and interactive!
You are basically free to autonomously procure goods (e.g. operating material, consumables) up to CHF 150’000 and services (e.g. laboratory analyses, external expertise) up to CHF 150’000 as long as you have the corresponding financial resources (ordinary budget or third-party funds).
In an expert organization like UZH costs are mainly driven by the costs for human resources. About 2/3 of UZH’s total costs are related to human resources, such as salaries, social security contributions (AHV and pension funds), accident insurance, lunch checks or continuing education of our staff.
Technical equipment as well as facilities are tangible assets. Tangible as well as intangible assets (e.g. software) > CHF 10’000 are being managed and registered centrally. They are all subject to a requirements proof by the Asset Management Department. The assets can be financed either through resources out of the…
Space is a scarce resource – also at UZH. Additional rooms must be coordinated with the so-called “Nutzersteuerer” and the dean of your faculty or the respective member of the Executive Board prior to official application.
The so-called staffing budget is based on a cantonal concept that ensures that financial resources (public taxes) may not be used to enhance the staffing level unlimitedly. Third-party funded employments are not subject to the staffing budget.
In the course of the budgeting process you get an ordinary budget to cover your operating and personnel costs. The overall budget is granted by the Executive Board of the University and will be allocated – according to the financial management structure – to the particular units by the Dean (within the faculties) or…
Funds by third parties for research and teaching, services or continuing education are managed as “projects”. All third-party funded projects need to be fully cost-covering. Project owners bear the financial responsibility up to level 4 of the operating result (Betriebsergebnis, BE, 4), including the risk of any…
The investment Fund (IK) determines the financial framework for all mobile infrastructure. It is based on the gross investments, i.e. all investments (including third-party funded investments as well as investments with a co-financing by third parties) within our ledger. The applications are part of the yearly…
As a professor you get a Professorship Start-up Budget on top of your ordinary budget - upon the appointment of your professorship or a promotion. The Professorship Start-up Budget must be used within the following six years. Otherwise, the fund will expire. In justified exceptions, an extension to a maximum of eight…
In order to ensure an effective and practical mapping of all financial business cases and processing of the respective transactions, we need account items and account assignment objects. They form the baseline of our financial management structure.
For a duly accounting and practical classification of the financial transactions a proper account assignment is essential. It includes an account assignment object (cost center or project) and an account item. All our account items are mapped in the chart of account.
In the case of investment contributions, we differentiate between so-called mobile assets and real estate (immobile assets). Since 2019 we have been the building owner, but do not own the buildings. We manage the related investment accounting and asset accounting on a fiduciary basis.
By acquiring project contributions, so-called third-party funds, our researchers make an important contribution to the excellent positioning of our university. Third-party funds may be contributions from public institutions as well as from industry or private individuals for research, services and continuing education.
Legacies are donations of assets, e.g. in the form of inheritances, gifts or bequests, which are assigned to us - usually with a predefined purpose.
On the one hand, University funds consist of the contribution of the Canton of Zurich and the contributions of the federal government as well as the other cantons (basic funding). On the other hand, we generate income by providing services as well as by collecting tuition fees.
Annual budgeting is a UZH-wide, system-supported process. In this process, the budget resources are distributed to the respective units. Budgeting is derived from the so-called development and financial planning (Entwicklungs- und Finanzplanung, EFP), where the first year of the financial plan constitutes the budget…
In order to ensure our mandate and the resources required for this in the short, medium and long term, our planning is based on various time planning horizons.
The resources at your disposal must be used properly and economically and actively managed. With a responsible management you contribute to strengthen the trust of our funders and to maintain our reputation.
The operating result is the result of expenses and income and represents a central financial management parameter. The operating result scheme maps the responsibility for the respective financial result. While the responsibility for third-party funds covers the entire BE, i.e. down to BE 4 level, the responsibility…
We use the term "account assignment objects" to refer to the financial vessels through which financial transactions are processed. We distinguish between cost centers (KST) and projects (PSP). All operating expenses of the University Accounts are shown on the cost centers. The so-called "technical revenue objects" are…
Financially responsible persons have the following financial competencies in addition to the appropriate duties and responsibilities: Signature/signing authority Revenue and expenditure authority Decision-making and instruction authority. The scope of the competencies depends on the respective role and financial…
In order to get an overview of the current status of your revenues and expenses and your financial leeway (residual funds or budget use), we provide you with the following tools: Analyses via the Webportal and the monthly overview report ("Berichts-Abo").
Revenues are generated either by acquiring third party funds or by providing services. Your revenue authority is derived from your role within the financial management structure. Revenues require prior legal transactions that must meet the respective review and form requirements. Revenue authority is based on the…
Your spending authority is derived from your role within the financial management structure. Expenditures require prior legal transactions that must meet the respective review and form requirements. We distinguish between one-time and recurring expenditures. The following thresholds apply: click to enlarge
The Finance department provides a range of statistical key figures and statistics). In particular, we create transparency vis-à-vis the public, highlight developments and contribute to comparability among Swiss universities.
We are required to report regularly to various boards and committees. In addition to financial facts and results, we also prepare reports on academic activities or on the handling of financial risks. Our reports provide key management information to the different management boards (Faculty Board, University Executive…
The available analyses give you an overview of your expenses, income, third-party funds and staffing down to the level of single postings. All analyses can be easily printed and exported.
The annual report on the internal control system ensures the traceability of financial risks, controls and control activities through documentation after the end of the fiscal year. This is intended to uncover or prevent cases of fraud and mismanagement. The corresponding findings are prepared by the ICS office in an…
The academic report (AKABER) states the medium-term goals as well as the achievement of goals in the reporting year in research and teaching, continuing education and services. In addition, it includes key figures on financial resources (including third-party funds), human resources and space scientific publications…
The annual financial statement closes all financial transactions of a fiscal year on an accrual basis and in accordance with legal requirements. The financial result for the year as well as important statistical key figures are reported to the Canton of Zurich and published in the UZH annual report with balance sheet…
During the year, the forecast provides the best possible estimate of the utilization of funds in the current fiscal year. The interim report supplements the forecast with a summary of key events to date (highlights) as well as significant deviations from the budget including comments on their content.
Private expenses that you incur as a result of your business activities at the workplace or on business trips can be claimed back subject to the expense regulations. Limit your expenses to the most necessary and pay attention to our reputation. Check out Expenses@UZH - interactive and at a glance
Supplier invoices can be submitted physically by mail, as PDF or via e-invoicing. Physical invoices are to be sent directly to the UZH Central Invoice Receiving address: Universität Zürich Zentraler Rechnungseingang Pfingstweidstrasse 60B CH-8005 Zürich To ensure smooth processing, the supplier must already be…
For some special business cases (scholarship payment, proband payment, reimbursement of expenses to third parties, membership fees, payments to project partners, repayment to donors), a so-called "payment order with a documentation of the business case (e.g. original receipt, statement, request for payment, copy of…
We will provide you with a UZH credit card if you travel regularly on business and you incur high expenses that cannot be paid by invoice. The UZH credit card is personal and may be used for business purposes only.
Transactions (credit and debit) between UZH-internal units are processed by internal transfer postings, as no cash flow may be triggered. Internal transfer postings always require a documentation of the business case (e.g. original document, statement, contract copy).
Due to the above-average costs and the increased security measures, cash transactions shall be avoided whenever possible. Petty cash may be permitted in exceptional cases, if there are frequent transactions with third parties and no alternatives such as invoicing or digital payment solutions are available.
Digital payment options offer a modern and efficient alternative to traditional cash transactions. They not only reduce costs and effort, but also offer our customers more flexibility and convenience. The following digital payment options are available to you: Event management: If you are planning a congress…
By means of invoicing, our receivables for services rendered and/or goods sold to external parties are invoiced. We are obliged to charge the correct VAT rates on our services. Our systems support the administrative support staff / finance clerks in this.
Legal transactions concerning revenues (in particular relevant for third-party funds) a meaningful documentation (e.g. e-mail, confirmation/donation letter) is required, providing information on amount payment date intended use and funder (if amount > CHF 1’000). Contract review Revenue contracts must be reviewed, if…
To ensure that we are compensated for the services we provide to third parties, we operate a central dunning and debt collection system. After the regular dunning run (2 dunning notices), the outstanding cases are handed over to an external debt collection partner for further processing.
Additional support systems are available for further specific topics.
inForm is our central database for requests on organizational structures (open, change, close) and SAP authorizations (Finance and HR). All requests for third-party funded projects (incl. authorizations) are handled separately via the project database.
Our leading system for planning, controlling and managing resources is SAP. The services are accessed via UZH’s Webportal or Citrix/SAP GUI. Financially responsibles automatically receive authorization for the Webportal and the financial evaluations (standard reports) available.
In UZH's Webportal, you have various business applications and standardized evaluations available.
An online solution is available for entering payment orders. Further processing and approval take place within the KWF system.
The so-called KWF is UZH’s electronic invoice processing system that ensures efficient and high-quality processing of all supplier invoices, internal transfer postings and payment orders. The employees responsible for the different processing tasks are automatically informed by e-mail about the new documents to be…
If you issue invoices only sporadically, "Faktura-Light" is the right tool for you. The user guidance ensures correct VAT and account assignment. The invoices are legally compliant, the receipt of payment and the dunning process are system-supported.
An online solution is available for entering internal transfer postings. Further processing and approval take place within the KWF system.
If you regularly issue a large number of similar invoices (e.g. billing for training courses, laboratory analyses, etc.), the "EFAK" system solution is the right tool for you.
The UZH budgeting process is supported by the Allevo system, an Excel-based toolset that is fully integrated into SAP as an "add-on". In addition to the annual budgeting process, the tool is also available to you for budgeting your third-party funded projects.
A separate database is available for the recording of the annual ICS reports by the heads of the units and the process owners. The information forms the basis for our ICS accountability report to the Canton of Zurich.
MIRA (Management Information, Reporting and Analysis) is a UZH-wide platform that standardizes data from different basic systems. Data processing and key figures serve as management information and form the basis for consistent reporting.
New third-party funded projects can be requested via the AVA portal. At the same time, the master data of all projects are managed in it. In addition to the project details (name, project type, duration, etc.), the database also maintains the relevant contact data (project management, project administration) and…
The Academic Report (AKABER) database serves for the collection of the annual Academic Reports of Institutes, Seminars, Clinics, Centers and Associated Institutes of the University of Zurich as well as the approval (along the management structure).
Written form Legal transactions with expenses generally require the written form. Exception: orders via the P4U ordering platform. A written contract must be concluded if total amount > CHF 10,000 or a criterion of the amount-independent review (see contract review) is fulfilled. Contract reviewThe following contracts…
Our standardized reporting provides the decision-makers with regular insights into the course of business and thus serves as an important basis for decision-making. In addition, it enables continuous performance monitoring and ensures transparency to the public.
The Finance Handbook (FHB) is a set of rules and a reference work for the tasks, competencies and responsibilities of the various role bearers and a binding basis for all our employees. It displays the rights and obligations that you have as a financially responsible person: e.g. spending authority, signing authority…
Editor: University of Zurich, Finance Department Content & Editorial: Reto Cavalleri, Nina Maltry, Stefan Wolfisberg Concept, Design & Implementation: Jlona Caduff, Legal by Design AG, Zurich Host: Kontextlab GmbH, Munich Contact: support@fi.uzh.ch
Financial management at UZH is a complex world of topics. In order to provide our community with information that is relevant to them in an increasingly information overloaded daily routine, we have created a new type of information concept. Our declared goal: not more information, but more than information. The focus…
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The software solution "Perk" offers a completely digital end-to-end process for private expenses or expenses with the company card in a simple and for the user intuitive application. This includes the submission of an expense, its approval and finally the booking in SAP.
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