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Financial Delegations Schedule

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

Director (Student Enquiry and Advising)

$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

Dean (Research Infrastructure)

$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

Chief Information Officer

$100,000

General Counsel

$40,000

Directors

$40,000

Associate Director (ICT Governance and Partnerships)

$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

  • Nominated in writing to the Chief Financial Officer by Organisational Unit Heads
  • Normally, nominees must be classified Academic Level C or higher, Higher Education Worker Level 7 or higher.

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 (Estate Services)

$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

Chief Information Officer

$100,000

Chief Financial Officer

$100,000

Director (Estate Services)

$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 (Estate Services)

$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

  • Any payments for an amount greater than $5,000 must be authorised by any two of the authorised payment signatories from the 'Position' column to the left.

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 Card Procedure

Director (Financial Services)

$300,000

Individual Transaction Limits in accordance with the Corporate 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

Delegations Policy

Approved Date

3/1/2024

Effective Date

3/1/2024

Review Date

14/8/2028

Relevant Legislation

Policy Exceptions

Policy Exceptions Register

Related Policies

Related Procedures

Related forms, publications and websites

Definitions

Terms defined in the Definitions Dictionary

Definitions that relate to this schedule only

Keywords

Record No

14/2960PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

* This file is available in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. A free copy of Acrobat Reader may be obtained from Adobe. Users who are unable to access information in PDF should email policy@usq.edu.au to obtain this information in an alternative format.