Appendix A - Head of Institution financial responsibilities
Specific process | Reference |
|---|---|
To sign contracts in the course of ordinary business (for those funds they are responsible for) | Fin Regs 6.1 |
Provide prior written consent for non-University commercial activities to be carried out | Fin Regs 25.1 |
Approve any sales to staff at below cost | Fin Regs 12.1 |
Authorise legal recovery for any outstanding debts | Fin Regs 12.2 |
Authorise bad-debt write offs up to £10k | Fin Regs 12.3 |
Authorise each grant funding application | Fin Regs 13.2 |
Provide justification for any grant applications submitted late to ROO and acceptance of the associated risk | ROO webpages |
Annually notify ROO in writing of any delegated authority | FPM 19 (2.2) |
Obtain advice from School Finance Managers (and HR) before costings provided to potential donors | Fin Regs 13.2 |
Accept single gifts up to £100,000 and notify CUDAR | Fin Regs 14.2 FPM 14 (2.5) |
Approve the transfer of any donated funds | Fin Regs 14.4 |
Authorise dispensations from competitive procurement procedures where Total Value ≤£50k | Fin Regs 18.3 |
Provide written consent for procurement where Total Value ≤£50k | Fin Regs 18.3 |
Provide prior written consent for payments in advance >£10k | Fin Regs 18.4 |
Authorise IPO requests against invoices or for advance payments >£50k | FPM 6 (4.4) |
Requests for a petty cash float and any subsequent increases in value | FPM 7 (4.2) |
Complete request, application and T&C forms for departmental credit cards | FPM 6 (5) |
Authorise monthly credit card expenses and expenses forms | FPM 6 (5) |
Authorise claims for business entertainment | FPM 5b |
Grant and monitor advances | FPM 5b |
Authorise flight upgrades from Economy | FPM 5b |
Authorise and submit claims for relocation expenses | HR webpages |
Maintain a register of staff personal interests | Fin Regs 2.3 |
Authorise the acceptance of business gifts and hospitality | Fin Regs 2.4 |
Complete the University’s Anti-Bribery and Corruption Training every two years | Memo from Emma Rampton to HOI Feb18 |
Completion of P11D returns | Fin Reg 21.2 |
Provide a list of authorised payroll signatories | Fin Reg 31.4 |
Undertake cost space analysis for embedded companies | Fin Reg 27.2 |
Register proposed building works and provides required business cases, Concept Papers as required for PRAO | Sites and buildings regulations |
Review and approval of the Financial Forecast | FPM 2 |
Receive and review copies of the monthly Financial Summary Reports | FPM 2 |
Maintain up to date risk registers | Risk management policy |
Yearly confirmation of responsibilities under Financial Regulations and all material aspects of the institutions accounts are up to date |