1. Purpose and Objectives
These procedures give effect to PPL 1.10.02a Financial Delegations - Policy, which sets out the principles and framework for financial delegations of authority approved by Senate.
2. Definitions, Terms, Acronyms
Authorisation Bands means groupings of positions by bands for delegation levels.
Delegate (noun) means a staff member, a member of Senate or a Senate Committee to whom or to which a delegation of authority has been made.
Delegate (verb) means to authorise or entrust a staff member, a member of Senate or a Senate Committee with decision-making power or authority to decide to take action in a specified area.
Delegation of authority means a delegation of authority designated by Senate or legislation to a staff member, a member of Senate or a Senate Committee.
PPL means the University's Policy and Procedures Library [http://ppl.app.uq.edu.au]
Senate Committees -
- Buildings and Grounds Committee
- Finance Committee
- Honorary Degrees Committee
- Legislative Committee
- Membership and Nominations Advisory Committee
- Risk Committee
- Senate Committee of Equity, Diversity and the Status of Women
- Student Appeals Committee
Staff means full-time and part-time academic and professional staff.
3. Procedures Scope/Coverage
These procedures apply to all staff members, members of Senate or a Senate Committee.
The scope of the powers delegated in accordance with this Policy (PPL 1.10.02a Financial Delegations [2]) is limited to the powers of Senate; a Delegate cannot exercise a power that Senate itself is not permitted to exercise.
4. Procedures Statement
The University of Queensland’s Delegations of Authority sets out the principles and framework for delegations within the University. The University is required to exercise these delegations in order to ensure that staff have appropriate authority to conduct their activities and that all expenditure incurred is appropriately authorised.
4.1 Adding and deleting financial delegations
- Requests for addition or deletion of financial delegations must be supported by the Professional Services team Finance Manager and submitted on the prescribed form [3] to fbs.support@uq.edu.au [4] to be actioned by Enterprise Support Systems.
- Staff will be given financial delegations of authority based on the business needs of the organisational unit and in accordance with the approved Authorisation Bands of Positions endorsed by Senate.
- Any staff member changing positions and/or organisational unit must also have their delegation cancelled and submit a new application as part of their new role.
- Any staff member leaving the University must have their delegation cancelled.
- Staff can confirm delegations by position or category on the Delegations Register [5].
4.2 Acting appointments
- A delegation of authority assigned to a position extends to staff formally acting in that position. In such instances, the acting staff member has the equivalent delegation of authority as the person holding the substantive position.
- Requests for temporary changes to a financial delegation must be submitted as per section 4.1.
- The access request form must contain suitable reference to/or evidence of the formal acting arrangement along with an indication of the start and end dates for this temporary appointment.
4.3 Non-standard financial delegations
- Proposals requesting modifications to existing maximum financial delegation limits for a given position must be submitted in writing along with a written justification to the Chief Financial Officer via fbs.support@uq.edu.au [4].
- The Chief Financial Officer will review the request and, if necessary, seek further information from the relevant organisational unit.
- The Chief Financial Officer will then submit the application to the Vice-Chancellor and President for consideration and approval.
- If approved, the delegate will be advised of their new authority.
The expectation is that requests to vary financial delegations would be raised only infrequently.