Department 4.1: Budget and Procurement

Department head and deputy division head

Basic issues related to budget, financing, quality assurance funds, procurement and facilities management

Preparation and execution of university budget including cameral year-end closing

Management of department reception

• Administrative office of department management including correspondence and schedule coordination for the department head
• Mail distribution
• Administration of sick leave and holiday records
• Materials ordering and distribution
• Issue of youth hostel cards

Staff unit for budgetary issues

• Funds allocation / budget consolidation
• Financial analyses and reserves management for academic and non-academic institutions
• Cost-effectiveness analysis
• Performance-oriented budgeting – budget negotiations and target-setting, as required
• Sustainability planning
• SWOT design and strengths/weaknesses analyses
• Benchmarking and bibliometrics

Section head and deputy department head

• Basic financing and budget issues
• Organisation of financial accounting for the university

Budget issues of the faculties and central institutions

Approval of advances on succeeding budgets for basic equipment

Support for SAP Budget Management module

Equipment relocation and transfer of ownership

Budget planning

• Financial plan
• Staff cars

Execution of budget/financial plan including management, funds distribution/budgeting, further charging if needed, controlling

• Accounting of discretionary funds/account statement for rectorate
• Central overhead funds
• Additional outlays of centrally managed funds such as representation funds, “Studium Generale,” university sports, Collegium Musicum, wreath donations, court costs, memberships, telephone (Vodafone, university administration only)
• Collection of central funds and administrative/general portion of fee and other costs

Annual financial statement tasks for the above-cited areas

• Write-offs and deferrals
• Cash receipt sites

Training representative

Budget planning

• Initial provisioning activities

Execution of budget/financial plan including management, funds distribution/budgeting, further charging if needed, controlling and settlement of

• Allocation to the construction budget (central funds, HS 2012)
• Initial provisioning activities
• Appointments and retention negotiations
• Additional outlays of centrally managed funds and other central investments, GEZ (TV licensing office), etc.
• Business requirements for university administration, rectorate, staff council, equal opportunities commissioner, etc.
• Applications, processing, billing for large equipment for research

Annual financial statement tasks for the above-cited areas

Bank guarantees

Execution of budget/financial plan including management, funds distribution/budgeting, further charging if needed, controlling, and settlement of

• ·  Additional budgetary funds for University 2012 expansion programme and 2020 Higher Education Pact (1403 TG 77)
• ·  Additional budgetary funds for Master 2016 expansion programme (1403 TG 78)
• Additional budgetary funds through state foundation funds (1221, 1222) and
• SIBW (1403 TG 91)
• Additional budgetary funds for Section 1403 Title 682 97/ 891 97
• Appropriations for Section 1403 TG 70 – 76 and TG 96 – 98
• Appropriations for smaller sections (1469 and 1499)
• Appropriations for smaller sections (0408, 1402, 1406, 1409)

Annual financial statement tasks for the above-cited areas

Section head

• Basic university procurement issues
• Basic public procurement issues
• Procurement organisation
• Project work

Support for SAP MM module

• Procurement project tasks

Contract award office of Heidelberg University

• Formal contract award process for goods and services based on specifications from requesting party/department
• Procurements above EU thresholds

Processing of scientific requirements below the EU threshold value in accordance with the regulations of the Procurement Manual:

• Scientific equipment and framework contracts for scientific equipment (maintenance see Silvia Krapp)
• Scientific services (application and communication of scientific methodology to support research, education and training: e.g. gene sequencing, preclinical studies, collection of air samples)
• Research contracts
• Laboratory equipment (e.g. furniture)

Processing of scientific requirements below the EU threshold value in accordance with the regulations of the Procurement Manual:

• Literature, bookbinding, printed matter (area ZUV)
• Non-scientific services (e.g. catering, photographic work)
• Technical services (e.g. maintenance of scientific equipment, ventilation systems)
• Bicycles
• Catering items (dishes, coffee machines)
• Ventilators

Processing of scientific requirements below the EU threshold value in accordance with the regulations of the Procurement Manual:

• Furnishings and furniture
• Planning and design of office workplaces and lecture hall equipment
• Official seal and stamp

Processing of scientific requirements below the EU threshold value in accordance with the regulations of the Procurement Manual:

• Non-scientific services (e.g. catering, photographic work).
• Technical services (e.g. maintenance of scientific equipment, ventilation systems)
• Housekeeping items
• Keys and locking systems
• Sanitary equipment
• Office appliances and equipment: Document shredders, postage meters and accessories
• Procurement and consulting of sports equipment (teaching)
• Shipping service

Processing of scientific requirements below the EU threshold value in accordance with the regulations of the Procurement Manual:

• IuK hardware
• IuK software (except standard software via URZ)
• Procurement and support of telephony and videoconferencing services
• For university administration: IT (incl. printer/copier)

Processing of scientific requirements below the EU threshold value in accordance with the regulations of the Procurement Manual:

• Service and work clothing, shoes and goggles, protective gloves
• Office and computer consumables
• Support of the framework contracts for office and EDP consumables (online stores)
• Workshop supplies (machines, devices, equipment)
• Scientific consumables
• Framework contracts for scientific consumables (e.g. gases, liquid nitrogen)
• Audio and video equipment, photos, smartboards

• Processing of non-scientific and scientific freelance services (e.g. translations, training courses and workshops, architects, tax consultants, etc.)
• Review and consulting of fee and work contracts
• Amazon
• Service car

• Main contact point for questions on university procurement process
• Informational materials and catalogues
• Submission point for formal contract awards
• Second-hand equipment exchange (state-wide and internal)
• Order processing invoice verification
• Account settlement for facilities management consumables
• Account settlement for online shop office materials
• Account settlement for framework agreement for administration copiers