Schedule overview
1 Purpose
To enable the efficient and effective operation of the University by providing necessary and appropriate financial delegation to officers to enable them to discharge their responsibilities.
2 Scope
This schedule must be read in conjunction with the Delegations Policy and is subordinate to it. Financial delegations cover expenditure and revenue transactions, capital expenditure, execution of contracts, investment activity, general journal transactions, authority to sign cheques and other banking transactions, write-off or disposal of debts, equipment or inventory and issuance of credit cards.
3 Schedule
All delegations are to be exercised subject to budgetary limitations and in accordance with the Financial Delegations Schedule and are exclusive of GST where applicable.
Revisions to the Financial Delegation Schedule involving Authority amounts of $5,000,000 and above are to be endorsed by the Finance and Facilities Committee and approved by Council.
Revisions to the Financial Delegations Schedule involving Authority amounts of less than $5,000,000 are to be endorsed by the Chief Financial Officer and approved by the Vice-Chancellor.
3.1 Revenue and Expenditure Authority
Authority to commit funds for purchases (including signing of requisitions and payment requests) and to raise assessments for income (signing of an Assessment Notice).
| Position | Authority | Comments |
| Chancellery/Governance | ||
| Director, Governance and University Secretary | $100,000 | |
| Executive Division of the Vice-Chancellor | ||
| Vice-Chancellor | $5,000,000 | |
| Pro Vice-Chancellors | $100,000 | |
| Executive Director (International) | $40,000 | |
| Director (International Admissions and Governance) | $40,000 | |
| Director (Development) | $40,000 | |
| Director (Alumni) | $40,000 | |
| Director (Marketing) | $40,000 | |
| Director (Media and Strategic Communications) | $40,000 | |
| Chief of Staff to the Vice-Chancellor | $40,000 | |
| Executive Division of the Provost (Academic Division) | ||
| Provost | $250,000 | |
| Deputy Vice-Chancellor (Academic Affairs) | $250,000 | |
| Pro Vice-Chancellors Academic Registrar | $100,000 $100,000 | |
| Dean (Students) | $100,000 | |
| CEO, Queensland College of Wine Tourism | $40,000 | |
| Dean (Academic Transformation) | $40,000 | |
| Dean (Learning and Teaching Futures) | $40,000 | |
| Deputy Academic Registrar and Director (Student Administration) | $40,000 | |
| Director (Strategic Projects and Academic Systems) | $40,000 | |
| Director (Library Services) | $40,000 | |
| Executive Director (Professional Services) | $40,000 | |
| Director (Support for Learning) | $40,000 | |
| Director (Student Accommodation) | $40,000 | |
| Executive Division of the Deputy Vice-Chancellor (Research and Innovation) | ||
| Deputy Vice-Chancellor (Research and Innovation) | $250,000 | |
| Executive Directors, Research Institutes | $100,000 | Includes iLAuNCH |
| Director (Office of Research) | $40,000 | |
| Director (Research Partnerships) | $40,000 | |
| Directors, Research Centres | $40,000 | |
| Dean (Graduate Research School) | $40,000 | |
| Chief Operating Officer (iLAuNCH) | $40,000 | |
| Executive Division of the Deputy Vice-Chancellor (Enterprise Services) | ||
| Deputy Vice-Chancellor (Enterprise Services) | $250,000 | |
| Executive Directors | $100,000 | |
| Chief Financial Officer | $100,000 | |
| Chief People Officer | $100,000 | |
| General Counsel Directors | $40,000 $40,000 | |
| Associate Directors (Facilities Management and Operations) | $40,000 | |
| Director (Business Services) | $40,000 | This authority may also be used for urgent travel arrangements. |
| Crisis Incident Controller | $1,000,000 | Note: This authority is ONLY for a declared level 1 or 2 incident in accordance with the UniSQ Critical Incident Activation Chart |
| Position | Authority | Comments |
| Other Members of Staff | ||
| Nominated members of staff | $5,000 |
|
3.2 Capital Works
Authority to commit funds for capital works.
| Position | Authority | Comments |
| Vice-Chancellor | $5,000,000 | |
| Executive Director (Facilities Management) | $100,000 | For certification of building claims against contracts |
| Director (Facilities Management and Operations) | $40,000 | For certification of building claims against contracts |
| Director, (Campus Planning and Development), Facilities Management | $40,000 | For certification of building claims against contracts |
3.3 Contract and Legal Agreements
Authority to execute a contract or otherwise enter into a legal agreement. This includes consultancy agreements and other service contracts. (Both engagement of and provision of).
| Position | Authority | Comments |
| Vice-Chancellor* | $5,000,000 | Unlimited authority to execute Federal Funding Agreements |
| Provost | $250,000 | |
| Deputy Vice-Chancellor (Academic Affairs) | $250,000 | |
| Deputy Vice-Chancellor (Enterprise Services) | $250,000 | |
| Deputy Vice-Chancellor (Research and Innovation) | $250,000 | |
| Pro Vice-Chancellors | $100,000 | |
| Academic Registrar | $100,000 | |
| Dean (Students) | $100,000 | |
| Executive Director (Facilities Management) | $100,000 | |
| Chief People Officer | $100,000 | |
| Executive Director (ICT Services) | $100,000 | |
| Chief Financial Officer | $100,000 | |
| Director (Facilities Management and Operations) | $40,000 | |
| Director (Library Services) | $40,000 | |
| Director (Office of Research) | $40,000 | |
| Director (Research Partnerships) | $40,000 | |
| Executive Director (International) | $40,000 | |
| Director (Media and Strategic Communications) | $40,000 | |
| Executive Director (Professional Services) | $40,000 | |
| Dean (Academic Transformation) | $15,000 | |
| Dean (Learning and Teaching Futures) | $15,000 | |
| CEO, QCWT | $15,000 | Duration < than or equal to 12 mths |
* The Vice-Chancellor can execute income contracts for the University valued at more than the authorised amount (currently $5,000,000) subject to:
(a) Undertaking appropriate legal and financial review;
(b) The University contribution to the contract being at or below the Vice-Chancellor's delegation (currently $5,000,000); and
(c) Notifying about the contract details (including financial, University contribution, background intellectual property, new project intellectual property, term, termination, commercialisation, future obligations, risk and risk management, etc.) at the next meeting of Finance and Facilities Committee and Council.
3.4 Payment Requests
Authority to certify payment requests for salaries and associated expenses, major lease payments and overheads.
| Position | Authority | Comments |
| Vice-Chancellor | $9,000,000 | |
| Chief Financial Officer | $9,000,000 | |
| Director (Business Advisory) | $9,000,000 | |
| Director (Financial Services) | $9,000,000 | |
| Chief People Officer | $9,000,000 | University Salaries & assoc. only |
| Executive Director (Facilities Management) | $9,000,000 | University Overheads only |
| Director (Facilities Management and Operations) | $9,000,000 | University Overheads only |
3.5 Investment Transactions
Authority to certify payment requests for investments.
| Position | Authority | Comments |
| Chief Financial Officer | $30,000,000 | |
| Director (Business Advisory) | $30,000,000 | |
| Director (Financial Services) | $30,000,000 | |
3.6 Journal Transactions
Authority to certify general journal transactions.
| Position | Authority | Comments |
| Chief Financial Officer | Unlimited | |
| Director (Business Advisory) | Unlimited | |
| Director (Financial Services) | Unlimited | |
| Manager (Financial Operations) | Unlimited | |
| Senior Financial Analyst | Unlimited | |
3.7 Authorised Payment Signatories
Authority to sign cheques and other banking documents including electronic transfer of funds, wires, and drafts.
| Position | Authority | Comments |
| Chief Financial Officer |
| |
| Director (Business Advisory) | ||
| Director (Financial Services) | ||
| Manager (Financial Operations) | ||
| Manager (Financial Accounting) | ||
| Financial Accountant | ||
3.8 Disposal/Write Off
Authority to write-off or otherwise dispose of debts or damaged, irreparable, obsolete, missing and/or surplus equipment or stores.
| Position | Authority | Comments |
| Vice-Chancellor | $5,000,000 | |
| Chief Financial Officer | $5,000,000 | |
| Director (Library Services) | $50,000 | For library resource materials only. |
3.9 Issuance of Credit Cards
Authority to approve issue of University Credit Card and Accompanying Expenditure Authority.
| Position | Authority | Comments |
| Chief Financial Officer | $6,000,000 | Facility Limit |
| Chief Financial Officer | $300,000 | Individual Transaction Limits in accordance with the Corporate Credit Card Procedure |
| Director (Financial Services) | $300,000 | Individual Transaction Limits in accordance with the Corporate Credit Card Procedure |
| Chief Financial Officer | N/A | Approval of Individual Cards |
| Director (Financial Services) | N/A | Approval of Individual Cards |
3.10 Reassignment of Financial Delegations
Financial delegation holders of $40,000 and above are position-based, whereas $5,000 financial delegations are individual-based.
(a) Position-based Financial Delegation holders (a delegation of $40,000 or above) have the authority to temporarily reassign their Financial Delegation to appropriately trained management staff in their department during their absence without additional approval. Responsibility remains with the financial delegation holders and confirmation will be sought annually through the Internal Control Certification process.
(b) Position-based Financial Delegation holders may annually elect to nominate a staff member to automatically assume their financial delegation in their absence or can provide this nomination on an absence-by-absence basis. This advice is to be provided to the Financial Systems Team. The nominee will be used as required in the financial systems utilising workflow.
(c) Upon advice from position-based delegation holders, the Financial Systems Team will maintain the PeopleSoft Financial System to ensure the appropriate delegation is recorded within the system and maintain all records associated with the re-assignment of delegations.
(d) Financial delegation holders of $5,000 require approval from the next level positional financial delegate in their department.
4 References
Nil.
5 Schedule Information
| Accountable Officer | Deputy Vice-Chancellor (Enterprise Services) |
| Responsible Officer | Deputy Vice-Chancellor (Enterprise Services) |
| Policy Type | Governance Policy |
| Policy Suite | |
| Approved Date | 14/8/2023 |
| Effective Date | 14/8/2023 |
| Review Date | 14/8/2026 |
| Relevant Legislation | |
| Policy Exceptions | |
| Related Policies | |
| Related Procedures | |
| Related forms, publications and websites | |
| Definitions | Terms defined in the Definitions Dictionary |
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| Definitions that relate to this schedule only | |
| Keywords | |
| Record No | 14/2960PL |