Financial delegation is the authority to commit University funds up to a specified amount.
Senior Officers of the University have approved levels of financial delegation to assist in the day to day functioning and financial management of University business.
In addition, Heads of Element can nominate staff to have financial delegation for specified departments and/or projects which will require approval by the Chief Financial Officer, Planning and Financial Services.
Following is a list of financial delegation levels which are considered appropriate for various staff roles. This is a guide only and does not mean that all staff with these position titles are entitled or required to have financial delegation.
|Level||$ Limit||Suggested Roles|
|1||$500||Secretaries, School Admin Officers, Admin Assistants|
|2||$1000||Secretaries, School Admin Officers, Admin Assistants|
|3||$2000||Academics, Research Fellows, Co-ordinators|
|4||$5000||Academics, Co-ordinators, Group Resource Managers, Section Managers, Project Managers|
|5||$10,000||Deputy Heads of Schools, Associate Directors, Section Managers, Project Managers|
|6||$20,000||Faculty Research Centre Directors, Associated Directors|
|7||$50,000||Heads of School, University Centre Directors, Directors, Associate Directors, Managers|
|8||$100,000||Faculty & Portfolio Deans, Directors (QCA & QCGU), Office Directors|
If you are unsure as to what level of delegation you should be applying for, please contact your financial consultant/manager.
The responsibilities for financial delegates
Financial delegates/approvers must ensure that the transactions they approve are:
- in accordance with Griffith University approved policies and procedures
- subject to budgetary limitations, and
- do not result in any tangible benefit, directly or indirectly, to themselves
When to apply for financial delegation
You will need to apply if you have recently been appointed to a position which carries financial delegation.
You may need to change your financial delegation if:
- Head of element requires a change to delegation levels
- you are required to temporarily act in another position, eg. Head of School, and will require delegation to an equivalent level
- you transfer between departments
How to apply for financial delegation
Complete the Finance web services access/financial delegation form (PDF 84k), including authorisation from your head of element and send to your financial consultant/manager. This form is also used for amending your existing delegation.
Applicants will be invited to attend a brief training session on Department Enquiry prior to approval by the CFO and setup in the system. Department Enquiry is the tool that allows delegates to check that any spend they approve is within budget.
For further information please contact either:
- your Financial Consultant /Manager
- EIS Assist ext. 55544
Before approving a purchase/payment or reimbursement request consider:
Financial Approvers are bound by the State Purchasing Policy when approving requests for
This requires that when you approve the Purchasing of goods and services you:
- consider value for money and factors such as: fitness for purpose, quality, service and support; whole-of-life costs and transaction costs associated with acquisition, use, holding, maintenance and disposal
- conduct purchasing activities with integrity and ensure that purchasing is carried out in accordance with the obligations placed upon the University
Approval for business-related goods and services expenditure normally involves an external supplier and is supported with documentation.
The University guidelines for approving personal expenses (travel, meal and entertainment and any other personal expenditure) are:
- under no circumstances should a financial delegate approve reimbursement claims for themselves
- is not acceptable to seek approval from staff at a lower level
- authorisation should be limited to staff at an equivalent or higher level
- there should be a connection between the expenditure and the carriage of official duties and responsibilities
Financial approval for payment or reimbursement of personal expenses should not be made by a staff member at a lower level than that of the person submitting the request. Although staff at a lower level may have the appropriate level of authority, the nature of personal expenditure requires that the Financial Approver be in a position to question the legitimacy of the expenditure.
Where a proportion of expenditure is non-official or private (eg. hotel accounts containing private phone call charges, mobile phone accounts containing private call charges), these charges should be settled privately and not charged to the University. Where the nature of the expenses is unclear, the University officer should pay the expense and later submit a reimbursement request, with supporting explanation, to an appropriate senior staff member for consideration.
Early payment discounts
When early payment discounts are available promptly forward Payment Requests and supporting documentation to Accounts Payable.
Entertainment and catering payments
Note if a Request relates to entertainment or catering a good description of the expense is important so Accounts Payable can determine if Fringe Benefits Tax applies. The FBT Entertainment Checklist and Expense Form (PDF 90k) assists in assessing what should be charged fringe benefits tax.
- Purchasing: email@example.com
- Payments and Reimbursements: firstname.lastname@example.org
- Travel: email@example.com
Financial delegation in your area
The Head of element in your area will have a level of financial delegation. There may also be other staff, eg. Deputy Head of School, who have been approved a delegation level to assist with the day to day running of your element.
For further information, please contact your financial consultant/manager.
How to get approval for a purchase
On completion of your online request to purchase goods or services, you will be required to nominate a financial delegate from a drop down box to submit your request for approval. Often this will be the head of element or nominee.