| | | Policies and Framework | | | |
| | 4.1 | Determine and authorise the release of policies relating to the financial affairs of the University | VC, Chair Finance Ctee, Council | | |
NT | 4.2 | Authorise the release of annual ANU audited financial statements | Council | | 30/06/09 |
| | | Income Budgets | | | |
NT | 4.3 | Approve annual University budget | Council | | |
NT | 4.4 | Authorise variations within annual University budget | VC | Finance Ctee TOR | 30/06/09 |
NT | 4.5 | Allocation of budgets | | 1446/1998 4.1 | |
| | | Within College | CD | | 29/10/09 |
| | | Within budget unit | Head of budget unit | | |
| | | Within an administrative section of budget unit | Admin Mgr, Admin Mgr Fin | | |
| | | Within a department of a budget unit | Head of Dept | | |
| | | For budget units within portfolio | PVC, PVCR, PVCE, DVC | | |
| | | For the University | DPP, VC | | |
| | | Expenditure | | | |
NT | 4.6 | Authority to assign financial expenditure authorities to staff of own budget unit, and to revoke such authorities | | | |
| | | Within a budget unit | Head of budget unit | | |
| | | For budget units within own portfolio | PVC, PVCR, PVCE, DVC | | |
| | | For the University | DPP, VC | | |
| | 4.6A | Authority to submit work requests for maintenance and small works funded against ledger segment 94 (Maintenance Levy)
(Funding of work against R94 is subject to agreement between the Director F&S and Head of Budget Unit): | | | |
| | | For maintenance work for own budget unit, within available Levy funds | Head of Budget Unit | | |
| | | For maintenance work for budget units within portfolio and within available Levy funds | PVC, PVCR, PVCE, DVC | | |
| | | For maintenance work for all budget units, within available Levy funds | DPP, VC | | |
| | 4.7 | Expenditure within budget limit Includes: | | 1446/1998 4.3, 4.3.1, 4.3.2 | |
| | a | Authority to purchase goods and services (including the signing of related purchasing contracts) | | | |
| | | Up to $100,000 per transaction | Admin Mgr, Admin Mgr Fin | | |
| | | Within available Departmental funds | Head of Dept | | |
| | | Within available budget unit funds | Head of Budget Unit | | |
| | | Within available portfolio funds | PVC, PVCR, PVCE, DVC | | |
| | | Within available University funds | DPP, VC | | |
| | b | Authority to purchase goods and services (excluding the signing of related contracts) | | | |
| | | Up to $5,000 per transaction | Finance 3 | | 30/06/09 |
| | | Up to $10,000 per transaction | Finance 2 | | 30/06/09 |
| | | Up to $50,000 per transaction | Finance 1 | | 30/06/09 |
| | c | Monthly expenditure via purchase cards | | | |
| | | Up to $5,000 | Finance 3 | | 30/06/09 |
| | | Up to $10,000 | Finance 2 | | 30/06/09 |
| | | Up to $50,000 | Finance 1, Admin Mgr, Admin Mgr Fin, Head of Dept, Purchase Card Holder | | 30/06/09 |
| | | Within available budget unit funds | Head of Budget Unit | | |
| | | Within available portfolio funds | PVC, PVCR, PVCE, DVC | | |
| | | Within available University funds | DPP, VC | | |
| | d | Expenditure via online requisitioning (using University-approved provider) | | | |
| | | Up to $5,000 per transaction | Finance 3 | | 30/06/09 |
| | | Up to $10,000 per transaction | Finance 2 | | 30/06/09 |
| | | Up to $50,000 per transaction | Finance 1 | | 30/06/09 |
| | | Up to $100,000 per transaction | Admin Mgr, Admin Mgr Fin | | |
| | | Within available Departmental funds | Head of Dept | | |
| | | Within available budget unit funds | Head of Budget Unit | | |
| | | Within available portfolio funds | PVC, PVCR, PVCE, DVC | | |
| | | Within available University funds | DPP, VC | | |
| | e | Authority to purchase goods and services from other ANU units | | (1446/1998 4.3.1) | |
| | | Up to $5,000 per transaction | Finance 3 | | 30/06/09 |
| | | Up to $10,000 per transaction | Finance 2 | | 30/06/09 |
| | | Up to $50,000 per transaction | Finance 1 | | 30/06/09 |
| | | Within available budget unit funds | Admin Mgr, Admin Mgr Fin | | |
| | | Within available Departmental funds | Head of Dept | | |
| | | Within available budget unit funds | Head of budget unit | | |
| | | Within available portfolio funds | PVC, PVCR, PVCE, DVC | | |
| | | Within available University funds | DPP, VC | | |
| | f | Authority to recover funds from all budget units for purchases undertaken under University preferred supplier agreements (eg Caltex Card, Leaseplan, Corporate Express, Dell or as identified from time to time) | CFO, DPP | | 30/06/09 |
| | g | Authority to approve expenditure in ESP Financials based on the hard copy approval by a staff member holding a delegation under 4.7 | ESP Financials Approval (ANU 5 and above) | | 30/06/09 |
| | h | Authority to purchase pool and research vehicles for the ANU Fleet | | | 20/07/09 |
| | | Up to a maximum of $50,000 | Head of Budget Unit | | 20/07/09 |
| | | Above $50,000 | CFO, DPP, VC | | 20/07/09 |
| | i | Authority to purchase a vehicle with a private use component (except at the time of appointment) in accordance with: | | | 20/07/09 |
| | | The published 'tiered range' (as published from time to time in the ANU Fleet Acquisition procedures) and where the private use is not for a Head of Budget Unit position | Head of Budget Unit | | 20/07/09 |
| | | For holders of Head of Budget Unit delegation and/or where the vehicle purchase price is outside the published 'tiered range' (as published from time to time in the ANU Fleet Aquisition procedures) | DHR, CFO, DPP, VC | | 20/07/09 |
| | | Purchase Card Administration | | | |
NT | 4.8 | Issue and withdrawal of authority to hold a University Purchase Card | | 1446/1998 4.3.3. | |
| | | To staff, postgraduate students or approved University affiliates of budget unit | Head of Budget Unit | | 30/06/09 |
| | | To staff, postgraduate students or approved University affiliates within budget units of portfolio | PVC, PVCR, PVCE, DVC | | 30/06/09 |
| | | To any staff member, postgraduate student or approved University affiliate | CFO, DPP, VC | | 30/06/09 |
| NT | 4.8A | Amend the Purchase Card Expenditure limit (up or down) | Head of Budget Unit, Admin Manager, Admin Mgr Fin, PVC, PVCR, PVCE, DVC, CFO, DPP, VC | | 30/06/09 |
| | | Establishing/closing accounts | | | |
NT | 4.9 | Authority to open and close internal ANU accounts, transferring balance of funds between accounts within policy guidelines | | | |
| | | For budget unit accounts | Admin Mgr, Admin Mgr Fin, Head of Budget Unit | | |
| | | For budget unit accounts within portfolio | PVC, PVCR, PVCE, DVC | | |
| | | For all University budget unit accounts | CFO, DPP, VC | | |
| | | Assets, inventory and valuations | | | |
| | 4.10 | Commission and determine valuations of University assets | CFO, DPP, VC | | |
| 4.11 | Authority to: | | 1446/1998 4.4 | |
| NT | a | Write off inventories and assets | | | 30/06/09 |
| | | Up to $10,000, within own budget unit | Head of Budget Unit | | 30/06/09 |
| | | Up to $100,000 for any budget unit | CFO, DPP | | 30/06/09 |
| | | No limit | VC | | |
NT | b | Dispose of goods, services and costs by various means including sale | | 1446/1998 4.4 | |
| | | Up to $50,000 (original purchase price), within budget unit | Head of Budget Unit | | 30/06/09 |
| | | Up to $100,000 (original purchase price) for budget units within portfolio | PVC, PVCR, PVCE, DVC | | 30/06/09 |
| | | Up to $100,000 (original purchase price) for any budget unit | CFO, DPP | | 30/06/09 |
| | | No limit | VC | | 30/06/09 |
| | | Invoicing (Accounts Receivable) | | | |
| | 4.12 | Raise accounts receivable invoices for the manufacture and supply of goods and services by the University | | 1446/1998 4.5.3 | 30/06/09 |
| | a | No limit, where one is required under a properly executed contract for funding | Finance 1, Admin Mgr, Admin Mgr Fin, Head of Dept, Head of Budget Unit, PVC, PVCR, PVCE, DVC, DPP, VC | | 30/06/09 |
| | b | All other invoices: | | 1446/1998 4.5.3 | |
| | | Up to $50,000, for own budget unit or budget units within own portfolio | Finance 1, Admin Mgr, Admin Mgr Fin, Head of Dept, Head of Budget Unit, PVC, PVCR, PVCE, DVC | | 30/06/09 |
| | | Up to $200,000, for any budget unit | CFO | | |
| | | Up to $500,000 for any budget unit | DPP | | |
| | | No limit | VC | | |
| | | Travel Expenditure | | | |
| | 4.13 | DELETED | | | 30/06/09 |
| | | Vehicle use | | | |
| | 4.14 | DELETED | | | 20/07/09 |
| NT | 4.14A | For vehicles within the budget unit: | | | 20/07/09 |
| | | Authorise short term home garaging (6 months or less) where there is no FBT payable | Admin Mgr, Admin Mgr Fin | | 20/07/09 |
| | | Authorise short term home garaging (6 months or less) where there is FBT payable | Head of Budget Unit | | 20/07/09 |
| | | Authorise long term use (6 months or more) of University vehicles (where there is no FBT payable) | Head of Budget Unit | | 20/07/09 |
| NT | 4.14B | For all University vehicles: | | | 20/07/09 |
| | | Authorise home garaging including where an FBT benefit will be payable for greater than 6 months | DHR, CFO, DPP, VC | | 20/07/09 |
| | | Cheques and banking | | | |
NT | 4.15a | Authority to deal with all matters relating to University bank accounts and credit facilities including the appointment of officers with signing authorities | CFO, DPP, VC | 1446/1998 4.9 | |
| | 4.15b | DELETED | | | 30/06/09 |
| | 4.15c | Exercise signing authority in respect of the University bank accounts and credit facilities | Cheque signatory, CFO, DPP, VC | | 30/06/09 |
| | | Tenders (goods and services including consultancy services) | | | |
NT | 4.16 | Authority to call for and accept tenders, limited or public, in line with University policy and procedures: | | 1446/1998 4.2.1, 4.2.2 | 30/06/09 |
| | | For matters within budget unit (excluding exemptions from tendering) | Head of Budget Unit | | |
| | | For matters within portfolio (excluding exemptions from tendering) | PVC, PVCR, PVCE, DVC | | |
| | | University-wide (including exemptions from tendering) | DPP, VC | | |
| | 4.16A | Authority to call for and accept tenders, limited or public, up to $1m University-wide (excluding exemptions from tendering), in line with University policy and procedures | CFO | | 30/06/09 |
| | | Debtors (excluding current staff) | | | |
NT | 4.17 | Authority to declare debts irrecoverable and approve recovery of debts by instalment: | | 1446/1998 4.5.2 | |
| | | Up to $10,000, for budget units within portfolio | PVC, PVCR, PVCE, DVC | | |
| | | Up to $50,000, for any budget unit | CFO, DPP | | 30/06/09 |
| | | No limit | VC | | |
NT | 4.17A | Authority to raise credit notes within University policies and guidelines | | | 30/06/09 |
| | | Up to $1,000 within Budget Unit | Admin Mgr, Admin Mgr Fin | | 30/06/09 |
| | | Up to $10,000, for budget units within portfolio | Head of Budget Unit | | 30/06/09 |
| | | Up to $50,000, for any budget unit | CFO, DPP | | 30/06/09 |
| | | No limit | VC | | 30/06/09 |
| | | Systems | | | |
NT | 4.18 | Approve access to ESP Financials System | Mgr Business Solutions, Mgr Business Services, CFO, DPP, VC | 1446/1998 6.12.1 | |
NT | 4.19 | Authorise data changes/minor modifications to ESP Financials system within University policies and guidelines | Mgr Business Solutions, Mgr Business Services, CFO, DPP, VC | | |
NT | 4.20 | Authorise major modifications or system changes to ESP Financials System | CFO, DPP, VC | 1446/1998 6.12.2 | 30/06/09 |
| | | Gifts and bequests | | | |
NT | 4.21 | Accept gifts and bequests to the University | | 1446/1998 4.6 | |
| | | Up to $5,000, for budget unit | Head of Budget Unit | | |
| | | Up to $50,000, for any budget unit | CFO | | |
| | | Up to $50,000, for any budget unit within portfolio | PVC, PVCR, PVCE, DVC | | |
| | | All gifts to the Library | DSIS, DIS | 1446/1998 4.6 | 30/06/09 |
| | | All gifts to the University Art Collection | Director DHG | | |
| | | All gifts, bequests and donations to the University made through the Endowment | Director F&AR, PVCR | | 30/06/09 |
| | | No limit | DPP, VC | 1446/1998 4.6 | |
| | | Provision of Services by the ANU (excluding research/education tenders) | | | |
| |
4.22a
|
Authority to respond to tenders for services: | | | |
| | | For matters within budget unit | Head of Budget Unit | | |
| | | For matters within portfolio | PVC, PVCR, PVCE, DVC | | |
| | | University-wide | DPP, VC | | |
| | 4.22b |
Authority to provide goods and services (including the signing of related contracts): | | | |
| | | For matters within budget unit | Head of Budget Unit | | |
| | | For matters within portfolio | PVC, PVCR, PVCE, DVC | | |
| | | University-wide | DPP, VC | | |
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