Schedule A - Financial Delegations
Organisational changes during effective period - Schedule A - Financial Delegations.
Delegation Schedule A - Financial Delegations Business Plan, Budgets and Revenue
Delegation
Holder/Limit
Policy References and Administrative Notes
A1
Determine and approve the University Annual budget.
Council Authority for approval retained by the Council Approval of the budget will be on the recommendation of the Finance and Infrastructure Committee.
A2
Approval of Business Plan (including non-current assets) as part of the University's annual capital budget.
Council Authority for approval retained by the Council Finance and Infrastructure Committee Review and Endorse UNE Business Plan to the Council for approval Vice-Chancellor and Chief Executive Officer Authorise and propose Business Plan to the Finance & Infrastructure Committee Chief Financial Officer Prepare and recommend Business Plan to the Vice-Chancellor and CEO
A3
Authority to approve variations to the University budget.
Council >$10,000,000 Finance and Infrastructure Committee $10,000,000 In exercising their delegation the Finance and Infrastructure Committee must notify Council.
A4
Authority to revise revenue estimates in the budget to reflect updated forecasts that are made during the year.
Vice-Chancellor and Chief Executive Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee by way of presentation of a revised budget, compared against the original budget. The Finance and Infrastructure Committee having reviewed amendments made by the delegate shall have the authority to cancel or further amend any such amendments, where such action is within the terms of reference of the Finance and Infrastructure Committee.
A5
Authority to re-allocate budget between cost centres and projects.
Vice-Chancellor and Chief Executive Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee by way of presentation of a revised budget, compared against the original budget. The Finance and Infrastructure Committee having reviewed amendments made by the delegate shall have the authority to cancel or further amend any such amendments, where such action is within the terms of reference of the Finance and Infrastructure Committee.
A6
Authority to collect revenue consistent with the approved business plan and budget.
Vice-Chancellor and Chief Executive Officer Unlimited
A7
Authority to allocate necessary resources (i.e. expenditure) to support the relevant areas when revenue exceeds budget, provided that the annual net operating margin target (%) is not reduced.
Vice-Chancellor and Chief Executive Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee by way of presentation of a revised budget, compared against the original budget. The Finance and Infrastructure Committee having reviewed amendments made by the delegate shall have the authority to cancel or further amend any such amendments, where such action is within the terms of reference of the Finance and Infrastructure Committee.
A8
Authority to approve items/projects outside the general operations budget (income, expenditure and capital expenditure) when revenue does not exceed budget, provided that these are consistent with the approved business plan, up to an annual limit of one percent (1.0%) of total budgeted expenditure.
Vice-Chancellor and Chief Executive Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee by way of presentation of a revised budget, compared against the original budget. The Finance and Infrastructure Committee having reviewed amendments made by the delegate shall have the authority to cancel or further amend any such amendments, where such action is within the terms of reference of the Finance and Infrastructure Committee.
A9
Authority to adjust the budget to accommodate the completion of projects which were underspent in the prior year, provided that the total expenditure on such project aligns with the approved project plan/business case for such project and resulting change in the budget shall not add more than 3% to the total value of budgeted expenditure or consume more than 20% of untied cash and investments available at the end of the prior year.
Vice-Chancellor and Chief Executive Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee by way of presentation of a revised budget, compared against the original budget. The Finance and Infrastructure Committee having reviewed amendments made by the delegate shall have the authority to cancel or further amend any such amendments, where such action is within the terms of reference of the Finance and Infrastructure Committee.
A10
Authority to amend the budget to reflect the timing of the expenditure of revenue tied to a specific project, provided that such change does not alter the total projected value of expenditure for the lifetime of the project.
Vice-Chancellor and Chief Executive Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee by way of presentation of a revised budget, compared against the original budget. The Finance and Infrastructure Committee having reviewed amendments made by the delegate shall have the authority to cancel or further amend any such amendments, where such action is within the terms of reference of the Finance and Infrastructure Committee.
A11
Authority to re-allocate operating (not capital) budget within each cost centre for which they are accountable provided the individual budget holder: 1. achieves the annual budget net operating surplus margin target ($ and %); 2. operates within the total expenditure budget; and 3. does not exceed the salary budget (permanent FTE, casual FTE or $).
Head of Cost Centre Delegation must be exercised in accordance with the Financial Delegations Rule.
A12
Authority to review amendments made by the Vice-Chancellor, and cancel or further amend any such amendments, where the action is within the Terms of Reference of the Finance and Infrastructure Committee
Finance and Infrastructure Committee Delegation must be exercised in accordance with the Financial Delegations Rule.
Asset Disposal and Equipment Loans
Delegation
Holder/Limit
Policy References and Administrative Notes
A13
Authority to approve asset sale, disposal or destruction of assets.
Council >$10,000,000 Finance and Infrastructure Committee $10,000,000 Vice-Chancellor and Chief Executive Officer $1,000,000 Chief Financial Officer $500,000 Chief Operating Officer $500,000 Director Estate and Built Environment $50,000 Associate Directors Estate and Built Environment $50,000 Chief Information Officer $50,000 Head of Finance $250,000 Director Library Services and University Librarian $50,000
A14
Authority to approve loans of plant, equipment or facilities under such terms and conditions as deemed appropriate, subject to notation of the loan in an appropriate inventory for capital purposes and the borrowing organisation accepting insurance risk.
Chief Operating Officer
Commercial Activities
Delegation
Holder/Limit
Policy References and Administrative Notes
A15
Authority to approve commercial activities by the University (including the associated business case where relevant), including the establishment of Cooperative Research Centres or equivalent for financial viability.
Council >$10,000,000 Finance and Infrastructure Committee $10,000,000 Executive Team Committee $5,000,000 (when procurment is required, over $5m to be referred to Finance and Infrastructure Committee) Executive Team Committee Endorsement of Commercial Activity business case/proposal Vice-Chancellor and Chief Executive Officer $5,000,000 (approval of Commercial Activities within Delegation) Delegation must be exercised in accordance with the Commercial Activities Rule. The Vice Chancellor and Chief Executive Officer’s approval of the business case for commercial activities >$5,000,000 is subject to the final approval of Council.
A16
Authority to review commercial activities by the University (including annual performance against business case/plan as relevant.
Council >$10,000,000 Finance and Infrastructure Committee $10,000,000 Vice-Chancellor and Chief Executive Officer $5,000,000 Executive Team Committee Endorsement of Commercial Activity Review Delegation must be exercised in accordance with the Commercial Activities Rule. The Vice Chancellor and Chief Executive Officer’s approval of the business case for commercial activities >$5,000,000 is subject to the final approval of Council.
A17
Authority and responsibility to maintain a Controlled Entity’s commercial activities register and review annual performance against business case/plan as relevant.
ABRI - Managing Director Chief Executive Officer UNE Life Delegation must be exercised in accordance with the Commercial Activities Rule. The Vice Chancellor and Chief Executive Officer’s approval of the business case for commercial activities >$5,000,000 is subject to the final approval of Council.
Credit Cards
Delegation
Holder/Limit
Policy References and Administrative Notes
A18
Credit Card Issuing and Management: Authority to approve the issue or withdrawal of a University Corporate Credit Card for a staff member.
Authority to approve temporary or ongoing increases to credit limits and/or continuance of the card authority where a staff member transfers to another cost centre in the University.Head Strategic Procurement up to $500 per month and temporary increases Head of Finance >$500 per month and permanent increases
A19
Incur expenditure (i.e. purchase of goods and services) on a University Credit Card up to the limit of the card where such expenditure is budgeted and authorised.
Credit Card Holders
A20
Authority to approve credit card accounts/transactions for payment in the Finance System.
Head of Cost Centre up to financial delegation limits
Debts
Delegation
Holder/Limit
Policy References and Administrative Notes
A21
Authority to approve debt recovery payment terms and write-offs and variations in respect of: bad debts; cash losses, thefts or shortages; furniture, plant or equipment losses, thefts or destruction; library, general stores or stocks or livestock shortages, provided satisfied that all reasonable recovery action has been taken.
Vice-Chancellor and Chief Executive Officer $1,000,000 Chief Financial Officer $500,000 Chief Operating Officer $500,000 Director Estate and Built Environment $50,000 Chief Information Officer $50,000 Deputy Chief Information Officer $50,000 Head of Finance $250,000 Director Library Services and University Librarian $50,000 Associate Directors Estate and Built Environment $50,000
Commit Operational Expenditure
Delegation
Holder/Limit
Policy References and Administrative Notes
A22
Authority to approve procurement of goods, services or assets where their value exceeds $500,000 and the procurement process used does not comply with the University Procurement Policy.
Executive Team Committee
A23
Authority to approve significant procurements considered by the Executive Team, exceeding $5,000,000 total value and/or other significant procurements from the Executive Team at the discretion of the Vice-Chancellor and Chief Executive Officer.
Finance and Infrastructure Committee $10,000,000
A24
Authority to commit funds for operational expenditure (i.e. approve purchase requests and purchase orders, supplier's invoices and payment requests). NB Contracts are addressed in the Legal Delegations Schedule.
Vice-Chancellor and Chief Executive Officer $5,000,000 Director Governance and University Secretary $50,000 Senior Manager Internal Audit $20,000 Head Records Policy and Governance $20,000 Senior Manager (Secretariat) $10,000 Director and Associate Directors Corporate Communications and Events $20,000 Chief Financial Officer $1,000,000 Head of Finance $250,000 Head Strategic Procurement $20,000 Head of Business Intelligence $20,000 Manager Treasury $20,000 Chief Operating Officer $1,000,000 Director Estate and Built Environment $250,000 Associate Directors Estate and Built Environment $250,000 Chief Information Officer $250,000 Deputy Chief Information Officer $250,000 Director People and Culture $20,000 Associate Directors People and Culture $20,000 Director Legal Services $100,000 (Legal Contracts) $20,000 (other than Legal Contracts) Deputy Vice-Chancellor $500,000 Pro Vice-Chancellor Indigenous $20,000 Executive Principal Education Futures $250,000 Executive Dean of Faculty $250,000 Deputy Dean of Faculty $75,000 Associate Dean of Faculty $75,000 Faculty Coordinator $50,000 Head of School $20,000 Executive Principal Student Experience $250,000 Director Library Services and University Librarian $50,000 Directors, Heads and Associate Directors Student Experience $20,000 Director UNE Residential System $100,000 Executive Principal Brand Partnerships and Business Development $250,000 Director Marketing & Admissions $150,000 Deputy Vice-Chancellor Research $1,000,000 (Research Contracts) - $75,000 (Other than Research Contracts) Director, Research Services $100,000 Directors of Research Centres & Head of Research Institutes $100,000 Nominated Staff $15,000 *Nominated staff members must be nominated by Director or above and approved by the Chief Financial Head of Finance. Finance, Strategy and Business Intelligence will maintain a register of delegations.
Procurements in excess of $2,000,000 total project value are subject to approval by the Executive Team (ExT) in accordance with the Committee's Terms of Reference.
*Nominated staff members must be nominated by Director or above and approved by the Chief Financial Officer or Head of Finance. Finance Strategy and Business Intelligence will maintain a register of delegations.
A25
Authority to certify payments for recurring expenditures that are not typically subject to a business case or purchase order and are non- discretionary once contracted (e.g. periodic payments under multi-year contracts for the supply of utilities, periodicals, and licensing arrangements) and not covered elsewhere in this Schedule.
Vice-Chancellor and Chief Executive Officer $5,000,000
A26
Authority to commit funds for capital expenditure (i.e. approve purchase requests and purchase orders, supplier's invoices and payment requests) and strategic initiatives based on business case approval.
Council >$10,000,000 Finance and Infrastructure Committee $10,000,000 Executive Team Committee <$5,000,000 Vice-Chancellor and Chief Executive Officer <$5,000,000 - procurements >$2m to be approved by UNE Executive Team (ExT) Chief Financial Officer $1,000,000 Chief Operating Officer $1,000,000 Director Estate and Built Environment $100,000 Chief Information Officer $100,000 Deputy Chief Financial Officer $100,000 Deputy Director (2iC) Estate and Built Environment $100,000 The Vice Chancellor and Chief Executive Officer’s delegation for procurements in excess of $2,000,000 is subject to approval by the Executive Team in accordance with the Committee's Terms of Reference.
Investments, Finance and Banking Arrangements
Delegation
Holder/Limit
Policy References and Administrative Notes
A27
Authority to oversee, review and approve strategy for management of University short, medium and long term investments (includes mandates, asset allocations, earnings targets, spending goals, financial risk).
Finance and Infrastructure Committee Delegation must be exercised in accordance with the Financial Management Rule.
A28
Authority to place short-term (1 year or less) and Medium Term (3 years or less) to be within the benchmarks set in the Financial Management Rule.
Vice-Chancellor and Chief Executive Officer $25,000,000 Chief Financial Officer $20,000,000 Head of Finance $10,000,000 The exercise of this delegation is subject to the benchmarks set in the Financial Management Rule.
A29
Authority to place short or long term investments by way of equity, debt or other instruments in an associated entity of the University.
Vice-Chancellor and Chief Executive Officer $2,000,000 The exercise of this delegation is subject to the benchmarks set in the Financial Management Rule.
A30
Authority to appoint and terminate fund advisors/managers.
Finance and Infrastructure Committee Where required by law the delegate holder is the NSW Treasurer.
A31
Authority to engage and seek advice from an investment advisor.
Finance and Infrastructure Committee
A32
Develop and maintain plans for managing unforeseen events which may curtail cash flows and cause pressure on liquidity.
Chief Financial Officer Exercise of delegation must be reported to the Finance and Infrastructure Committee.
A33
Authority to manage the day to day cash flow operational needs of the University, short term cash requirements and managing the portfolio of investment funds not allocated to external fund managers for long term investment.
Manager Treasury The exercise of this delegation is subject to the advice and direction of the Chief Financial Officer and Head of Finance.
Delegation is to UNE Treasury.
A34
Authority to determine broad targets for the level of available investment funds that are to be held in cash equivalent forms.
Manager Treasury The exercise of this delegation is subject to the advice and direction of the Chief Financial Officer and Head of Finance.
Delegation is to UNE Treasury.
A35
Authority to approve opening and closing of bank accounts.
Chief Financial Officer Head of Finance
A36
Authority to approve members of staff being cheque and/or electronic signatories for financial transactions.
Head of Finance
A37
Authority to sign cheques and/or release University funds via electronic funds transfer (EFT).
Authorised Officers Authorised Officers are approved by the Head of Finance. In exercising this delegation delegates can do so at any value provided they have satisfied themselves that the expenditure has been authorised in accordance with the authority limits in this Schedule and the Financial Delegations Rule.
Refer Clause 13 Financial Delegations RuleParking
Delegation
Holder/Limit
Policy References and Administrative Notes
A38
Authority to approve any necessary traffic and parking fee levels in accordance with the regulations operating.
Chief Operating Officer Delegation must be exercised in accordance with the Parking Policy.
Payroll Transactions
Delegation
Holder/Limit
Policy References and Administrative Notes
A39
Authority to approve payment of all payroll related transactions (comprising group tax remittal, payroll tax settlement, superannuation contribution payments and transfers of employee payroll deductions to authorised entities) and payment of GST and PAYG payments.
Vice-Chancellor and Chief Executive Officer $6,000,000 Chief Financial Officer $5,500,000 Director People and Culture $5,500,000 Head of Finance $5,500,000 Chief Operating Officer $5,500,000
Real Property
Delegation
Holder/Limit
Policy References and Administrative Notes
A40
Alienate, mortgage, charge or demise of any lands of the University, excluding a demise of land for a period of less than 21 years.
Council UNE Act s.18(2) - Minster's approval if required
While retaining authority Council receives advice from the Finance and Infrastructure Committee.
A41
Lease land for a term exceeding 21 years.
Council UNE Act s.18(2) - Minster's approval if required
While retaining authority Council receives advice from the Finance and Infrastructure Committee.
A42
Lease land to a residential college affiliated with the University for a term not exceeding 99 years.
Council UNE Act s.18(4) - Minster's approval if required
While retaining authority Council receives advice from the Finance and Infrastructure Committee.
A43
Oversee the control and management of certain property vested in the Crown.
Council UNE Act s.119- Minster's approval if required
While retaining authority Council receives advice from the Finance and Infrastructure Committee.Student Fees, Charges, Scholarships and Prizes
Delegation
Holder/Limit
Policy References and Administrative Notes
A44
Authority to establish and approve all student fees and charges, including fines to be paid in respect of student entrance; tuition lectures and classes; examinations; residence; conferring of degrees, diplomas and other certificates and awards; provision of amenities and services (whether or not of an academic nature); organisation of students or of students and other persons or in respect of any other matter.
Vice-Chancellor and Chief Executive Officer
A45
Authority to determine rents for student accommodation.
Director UNE Residential System In exercising this delegation Heads of Colleges must be consulted.
A46
Authority to determine fees and charges other than rents in student accommodation.
Director UNE Residential System In exercising this delegation Heads of Colleges must be consulted.
A47
Authority to approve exemption from, or deferment of, or waiving of payment or refund of student fees, late fees, charges, fines and tariffs or accommodation in exceptional circumstances.
Vice-Chancellor and Chief Executive Officer
A48
Authority to approve the payment of student scholarships, bursaries, and prizes.
Deputy Vice-Chancellor Research
Taxation
Delegation
Holder/Limit
Policy References and Administrative Notes
A49
Authority to act in respect of taxation and statutory compliance matters including but not limited to lodgement of returns, appointment of tax agents.
Head of Finance
UNE Foundation
Delegation
Holder/Limit
Policy References and Administrative Notes
A50
Responsibility for reporting income, investment and disbursement information as they relate to the UNE Foundation Limited and the University.
Head of Finance
Organisational Changes 25/09/2024: Position title changed from Pro Vice-Chancellor (Indigenous Strategy) (PVC(IS)) to Pro Vice-Chancellor Indigenous (PVCI)
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