The following are some key principles to be applied by all members of RCSI in relation to the use of college resources. These form a core part of the cost management disciplines needed by RCSI to meet its annual financial targets. These principals apply irrespective of the funding source.
The achievement of savings and value for money in expenditure will play an important part in the college meeting its overall financial targets. It is important that we all continue to focus on effective management of our cost base.
All staff are encouraged to be cost conscious with cost savings to be included on the agenda for discussion at Departmental / Team meetings and progress monitored during the year. If anyone is unsure of the appropriateness of any expenditure, they should in the first instance seek advice from their line manager. However, as a rule of thumb if in doubt then do not incur the expense.
Below, the policy on key items of spend in the Non Pay Cost areas :
Entertainment
RCSI funded entertainment will be kept to an absolute minimum. Any proposed expenditure will require pre-approval from the relevant responsible member of the Senior Management Team
- No RCSI funded joining lunches for new staff
- No RCSI funded leaving lunches for staff. RCSI arrange receptions for staff after long service, depending on the preference of the staff member
- No RCSI funded departmental Christmas parties or other departmental functions. RCSI will continue to host a single Christmas function for all staff
- External Lecturer or Examiner entertainment such as dinners, lunches etc must be :
(a) pre-approved by the SARA Office;
(b) capped number of RCSI attendees
- RCSI do not fund flowers or other gifts on occasions of illness or celebration such as births etc.
Travel
All members of RCSI must adhere to the RCSI Travel Policy. All travel is subject to individual department’s budgetary restrictions. Key points include:
- All College travel associated bookings must be made through RCSI Travel.
- Short haul flights must be in economy class. Long haul flights may be business class.
- The lowest cost flight option must be selected.
- Flights should be booked 30 days in advance where possible so that cheaper fares can be obtained
- RCSI business related hotel accommodation must be made using the RCSI Travel Office list of preferred accommodation. RCSI Travel will advise on particular hotel rules etc., such as check out times and these must be adhered to;
- The use of a chauffeur car service for airport and other transfers will not be paid for by RCSI. Normal taxi transfers will be paid for, using the RCSI preferred supplier. Otherwise receipted taxi charges must be presented.
- Travel for academic conferences funded by RCSI must be pre approved by the Medical Faculty Office
- The Travel Policy is available on the RCSI portal, in the Finance section.
- Research Travel – Staff attending conferences under research grants are encouraged to make the most cost effective arrangements. All research travel should be economy class.
Taxis
- Taxi use in the Dublin region must only be with Lynk Taxis.
- Booking number is 01 473 11 33. Website link http://www.lynk.ie/
- Fixed rates have been agreed for common RCSI routes. Please ensure these rates are applied where appropriate. To ensure the correct rate will apply you must contact the dedicated number above and quote the appropriate RCSI departmental account number when making the booking. Staff must check the rates and sign at the end of trip. Tips are not covered by RCSI.
Telephone and mobile
- Where the College provides mobile phones it pays the standard network package. This covers all national calls, mobile calls and texts within Ireland. Premium numbers (e.g.11811/11850) and overseas calls are not included.
- RCSI mobile phones are for business use only and any personal calls outside of the standard package will be required to be reimbursed to RCSI.
- Extreme caution should be used when using mobile phones abroad as roaming charges can be very expensive. Wi-Fi areas should be used where possible for accessing e-mails.
- RCSI desk phones should be used for business use only.
Papers and magazines and postage
- RCSI do not provide free daily papers, periodicals and magazines. A copy will be available from the library.
- Magazine subscriptions are not provided.
Photocopying and printing
- Items printed/copied should be double sided and in black and white. Colour printing should be used only in limited circumstances, where considered essential
- Photocopying and printing is for college business use only.
- Postage is for college business use only.
External professional fees
- No external professional technical, consultancy or other services can be entered into or continued without the prior approval of the Senior Management Team.
Donations
- Any donations and gifts to staff or by staff to third parties require approval by the Senior Management Team and are on an exceptional basis.
Negotiation with key suppliers
A range of supplier contracts have been renegotiated. These contracts are centrally controlled and the reductions will feed across the organisation through reduced central shared services allocations. The services include :
- Security
- Catering
- Cleaning & Facilities Management
- Laboratory Consumables.
- Couriers
- Printing
- Paper & Stationery
- Telephone
In all cases, the College has nominated a preferred suppliers and this supplier should be used at all times to ensure best prices are obtained. We would welcome feedback on the services provided. Care should be taken so as not to over order and stockpiling is to be discouraged.
If you have any queries or feedback, please do not hesitate to contact any member of the Finance team.
Jennifer Cullinane
Director of Finance