FMPM 260 Other Advances

Intent

To set out the requirements regarding the approval, acquittal and management of other advances.

Function	Responsibility of
Approval of other advance, including conditions and terms	Financial Delegate
Acquittal of other advance	Recipient of other advance
Management of other advances	Financial Delegate

The purpose of the advance must relate solely to the objectives of the University.
Another advance to any one recipient for any one purpose must not exceed the limit as approved by the Chief Financial Officer.
The terms and conditions of the advance, including the manner and timing for its acquittal must be approved by the Financial Delegate and accepted in writing by the recipient prior to the issuance of an advance.
An advance, made to another institution as the result of a condition of a grant received by the University, must be consistent with the conditions of the grant and must be acquitted in accordance with the terms of the grant agreement with the funding body.
The recipient is responsible for fully acquitting their advance, either 28 days after completion of the stated purpose of the advance or after full expenditure of the advance whichever occurs first.
If an advance is not utilised according to accepted terms and conditions it must be returned within 28 days to the Chief Financial Officer.
A new advance must not be issued to an individual or organisation that has a previous advance outstanding past the acquittal deadline, unless approved by the Chief Financial Officer.

For enquiries in relation to this FMPM Policy please contact PurchasingTravel@jcu.edu.au.

Revision History

Version	Approval date	Implementation date	Details	Author
15-01	09/09/2015	10/09/2015	Policy Sponsor and Approval Authority updated to reflect the approved Policy and Delegations Framework	Quality Standards and Policy Unit
11-01	18/08/2011	18/08/2011	Finance Committee (06/11)
04-01	07/2004	07/2004