FMPM Appendix A - Financial Delegations Policy

Policy Procedures University Delegations FMPM Appendix A - Financial Delegations Policy

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Financial Management Practice Manual

FMPM Appendix A – Financial Delegations Policy

Intent

The intent of this Policy is to provide a framework in which delegations occur and to highlight responsibilities of delegates.  

The delegations are intended to:

  • Be clear and easy to understand;
  • Establish appropriate responsibility and accountability for various administrative and operational functions; and
  • Devolve decision-making to appropriate levels.

Scope

Approved delegations apply to all University activities across all campuses and locations, including those of all non-incorporated bodies such as centres, associations and institutes.

Any action that commits the University to a binding agreement is within the scope of this Policy.

This Policy does not apply to the controlled entities of the University whose delegation authorities are dictated by their constitutions.

Definitions

Delegations - For the purposes of this policy, are mechanism by which James Cook University enables officers to commit funds on behalf of JCU.  Delegations provide formal authority to an officer to financially and legally commit JCU and/or incur liabilities for JCU.

Policy

The power of Council to delegate is contained in Section 11 of the James Cook University Act 1997 (Qld).

1.1   Under Section 11(1) the Council may delegate its powers to:  

a) an appropriately qualified member of the Council; or

b) a committee consisting of appropriately qualified persons, but which must include one or more members of the Council; or

c) an appropriately qualified member of the University’s staff.

1.2   The following delegation powers cannot be sub-delegated as the JCU Act 1997 (Qld) does not contain express authorisation to do so;

Section 11(2) the Council may not delegate its power -

a) to make University statutes or rules; or

b) to adopt the University’s annual budget; or

c) to approve spending of funds (in excess of $100,000) available to the University by way of bequest, donation or special grant.

1.3   In granting delegation, the Council directs:

1.3.1 that all delegations must be exercised in line with all James Cook University approved financial, human resource, and academic policies and procedures;

1.3.2 that a delegation relates to a position, not to the individual in that position. Similarly, where a delegation is to a body by reference to the body’s title, it relates to the body acting as a body, not to individual members of the body;

1.3.3 where any delegation is given to a holder of an office as such then, except in so far as a contrary intention appears, the power may be exercised and the duty performed by the person for the time being acting in the office;

1.3.4 that a delegate may appoint another person or body to advise about the exercise of delegated authority (including decision making), however the delegate always remains responsible and accountable for the decision or action;

1.3.5 in exercising financial delegations, officers are subject to the requirements of the Financial Accountability Act 2009 (Qld) and the Statutory Bodies Financial Arrangements Act 1982 (Qld);

1.3.6 the delegations granted apply only in respect of operations and functions within the responsibility span of the officer exercising the delegation and within budgetary limits, except where stated;

1.3.7 in relation to Restricted Funds, financial delegations must be exercised in accordance with the terms and conditions governing each account;

1.3.8 all human resources, travel and hospitality/entertainment related delegations and reimbursements of the delegate’s own expenditure are to be exercised under the principle of "one-up" authorisation, i.e. an officer cannot exercise the delegation in relation to another officer at the same or more senior level, except where stated; and

1.3.9 a delegate may not exercise a delegation where this would involve a conflict of interest, such as bringing personal or financial benefit to the delegate or to a member of the delegate’s family.

1.4  Financial delegations must be exercised within the provision of the Acts referred to in section 1.3.5 above, other relevant legislation, terms and conditions of granting bodies, audit requirements, budget limitations, the Financial Management Practice Manual and other University policies and procedures.

1.5  A financial limit on a delegation for incurring expenditure relates to the total cost of the transaction (inclusive of GST, freight and other taxes or duties etc), not to installments or the periodic lease amount. It also applies to the original cost price of an item not the net cost after deductions of any trade-in or the like. If the sum of the original cost plus the variation exceeds the delegated limit, then a delegate with an appropriate level of delegation authority must approve the transaction.

1.6   Unless otherwise indicated in this document, expenditure can only be approved against organisational units/cost centres for which the delegate has formal authorisation.

Related policy instruments

FMPM Appendix A - Financial Delegations Register (PDF, 350KB)

Schedules/Appendices

N/A

Related documents and legislation

James Cook University Act 1997 (Queensland)

Public Sector Ethics Act 1994 (Queensland)

Integrity Act 2009 (Queensland)

Financial Accountability Act 2009 (Queensland)

Financial and Performance Management Standard 2009 (Queensland)

Queensland Procurement Policy 2013

Administration

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Services and Resources

Approval Authority

Finance Committee

Date for next review

31st March 2018

Revision History

[Approval date - the date the approval authority approved the establishment, minor or major amendment or disestablishment]

[Implementation Date - the date the policy was published in the Policy Library and is the date the policy takes effect]

Version

Approval Date

Implementation date

Details

Author

15-1

21/05/2015

12/08/2015

Amended to reflect alignment with new University structure and to assist support workflow approval automation

Deputy Director, FaBS

13-03

05/09/2013

27-09-2031

Approved by Council 9/13

 

13-02

04/07/2013

15/08/2013

Approved by Council 4/13

 

13-01

13/02/2013

06/03/2013

Approved by Council

 

12-02

31/08/2012

31/08/2012

Approved by Council

 

12-01

18/05/2012

18/05/2012

Approved by Council

 

11-02

16/09/2011

16/09/2011

  

11-01

20/05/2011

20/05/2011

Approved by Council

 

10-01

08/04/2010

08/04/2010

  

09-02

03/12/2009

03/12/2009

  

09-01

22/05/2009

22/05/2009

  

07-04

06/12/2007

06/12/2007

  

07-03

16/08/2007

03/09/2007

  

07-02

31/05/2007

03/07/2007

  

07-01

08/03/2007

11/04/2007

  

Keywords

Delegations, Authority, Approval