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.

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

Chancellory/Governance

University Secretary

$100,000

Executive Division of the Vice-Chancellor

Vice-Chancellor

$5,000,000

Pro Vice-Chancellor (Engagement)

$100,000

Pro Vice-Chancellor (International)

$100,000

Executive Director (International Education, Markets and Growth)

$40,000

Director (Advancement)

$40,000

Director (Alumni)

$40,000

Director (Corporate Communications)

$40,000

Director (Office of the Vice-Chancellor)

$40,000

Director (Stakeholder Engagement)

$40,000

Executive Division of the Deputy Vice-Chancellor (Academic)

Deputy Vice-Chancellor (Academic)

$250,000

Executive Deans

$100,000

Pro Vice-Chancellor (Education)

$100,000

CEO, Queensland College of Wine Tourism

$40,000

Director (Advancement of Learning and Teaching)

$40,000

Director (Digital Life Lab)

$40,000

Director (Library Services)

$40,000

Faculty Executive Managers

$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

Director (Office of Research)

$40,000

Director (Office of Research Development)

$40,000

Directors, Research Centres

$40,000

Dean (Graduate Research School)

$40,000

Executive Division of Student Services

Pro Vice-Chancellor (Student Services)

$100,000

Executive Director (Marketing & Student Attraction)

$40,000

Executive Director (Student Success and Wellbeing)

$40,000

Director (Student and Academic Support)

$40,000

Associate Director (Student Support & Retention)

$40,000

Director (Student Engagement & Leadership)

$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

Director (Assurance Services)

$40,000

Director (Infrastructure Services)

$40,000

Director (Client Services)

$40,000

General Counsel and Director (Legal Services)

$40,000

Director (Workforce Strategy and Diversity)

$40,000

Director (Workforce Support and Partnering)

$40,000

Associate Director (Facilities), Campus Services

$40,000

Associate Director (Operations), Campus Services

$40,000

Associate Director (Planning, Projects & Space), Campus Services

$40,000

Business Manager (Ellipsis Media), Campus Services

$40,000

Manager (Environmental), Campus Services

$40,000

Manager (Fire and Emergency), Campus Services

$40,000

Project Manager, Campus Services

$40,000

Director (Financial Reporting and Budgets)

$40,000

Associate Director (Finance)

$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 USQ Critical Incident Activation Chart

Position

Authority

Comments

Other Members of Staff

Nominated members of staff

Not more than $5,000

  • Nominated in writing to the Chief Financial Officer by Organisational Unit Heads
  • Financial limit to be set by the nominating Organisational Unit Head.
  • 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 (Campus Services)

$100,000

For certification of building claims against contracts

Associate Director , (Planning, Projects & Space), Campus Services

$40,000

For certification of building claims against contracts

Project Manager, Campus Services

$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

Deputy Vice-Chancellor (Academic)

$250,000

Deputy Vice-Chancellor (Enterprise Services)

$250,000

Deputy Vice-Chancellor (Research and Innovation)

$250,000

Pro Vice-Chancellor (Student Services)

$100,000

Executive Deans

$100,000

Pro Vice-Chancellor (Education)

$100,000

Pro Vice-Chancellor (Engagement)

$100,000

Pro Vice-Chancellor (International)

$100,000

Executive Director (Campus Services)

$100,000

Executive Director (Human Resources)

$100,000

Executive Director (ICT Services)

$100,000

Chief Financial Officer

$100,000

Director (Office of Research)

$40,000

Director (Office of Research Development)

$40,000

Executive Director (International Education, Markets and Growth)

$40,000

Executive Director (Marketing & Student Attraction)

$40,000

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 Bookshop

Authority to issue an official bookshop purchase order.

Position

Authority

Comments

Executive Director (Campus Services)

$200,000

Orders for Bookshop stock only

Associate Director (Operations), Campus Services

$40,000

Orders for Bookshop stock only

3.5 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 (Financial Reporting & Budgets)

$9,000,000

Associate Director (Finance)

$9,000,000

Executive Director (Human Resources)

$9,000,000

University Salaries & assoc. only

Executive Director (Campus Services)

$9,000,000

University Overheads only

3.6 Investment Transactions

Authority to certify payment requests for investments.

Position

Authority

Comments

Chief Financial Officer

$15,000,000

Director (Financial Reporting & Budgets)

$15,000,000

Associate Director (Finance)

$15,000,000

3.7 Journal Transactions

Authority to certify general journal transactions.

Position

Authority

Comments

Chief Financial Officer

Unlimited

Director (Financial Reporting & Budgets)

Unlimited

Associate Director (Finance)

Unlimited

3.8 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 (Financial Reporting & Budgets)

Associate Director (Finance)

Manager (Finance Service Team)

Manager (Financial Performance & Budgets)

Manager (Financial Reporting & Analysis)

Management Accountant

Financial Accountant

Finance Operations Accountant

3.9 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.

3.10 Issuance of Credit Cards

Authority to approve issue of USQ 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 section 4.11 of the Corporate Credit Card Procedure

Chief Financial Officer

N/A

Approval of Individual Cards

3.11 Reassignment of Financial Delegations

Financial delegation holders of $40,000 and above are position-based, whereas <$40,000 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 organisational unit 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 top level financial delegate in their organisational unit.

4 References

Nil.

5 Schedule Information

Accountable Officer

Deputy Vice-Chancellor (Enterprise Services)

Policy Type

Governance Policy

Approved Date

20/6/2019

Effective Date

20/6/2019

Review Date

20/6/2022

Relevant Legislation

Related Policies

Delegations Policy

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.

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