Policy: Expenditure Approvals
Purpose
To inform staff of the management of expenditure approvals.
Overview
The University's Delegations Framework designates authorised delegates who can approve the expenditure of funds. This policy deals with the management of expenditure transaction approvals (both accounts payable & purchase card).
Scope
This Policy applies across the University.
Policy Statement
- The purchase of goods and services (including the signing of related purchasing contracts) can only be approved by officers who hold expenditure delegation 220 (‘authorised delegates’).
- All Purchase Cardholders must hold expenditure delegation 220 (‘authorised delegates’).
- Authorised delegates will be held personally accountable for expenditure which is not:
- Compliant with University policies and relevant legislation;
- Relevant to the business of the University;
- Efficient, effective, economical and ethical use of University resources;
- Within the budget limit of the relevant area; and
- Being paid to the legally entitled claimant.
- Authorised delegates must not approve any expenditure incurred by themselves or for their supervisor or more senior employee.
- Expenditure incurred by authorised delegates, including as a Purchase Cardholder, must be approved by their supervisor.
- For Purchase Card transactions, where a supervisor is below an ANU Officer Level 8 or Academic Level C, the approval request is reverted further up the management structure to a staff member who is as least an ANU Officer Level 8 or Academic Level C.
Information |
Printable version (PDF) |
| Title | Expenditure approvals |
| Document Type | Policy |
| Document Number | ANUP_000412 |
| Version | |
| Purpose | To inform staff how to manage expenditure transaction approvals; both payments to suppliers/vendors (accounts payable) & ANU purchase card. |
| Audience | Staff, Students, Affiliates |
| Category | Administrative |
| Topic/ SubTopic | Finance - Purchasing |
| Effective Date | 27 Jun 2024 |
| Next Review Date | 26 Jan 2025 |
| Responsible Officer: | Chief Financial Officer |
| Approved By: | Vice-Chancellor |
| Contact Area | Finance and Business Services |
| Authority: |
Public Governance, Performance and Accountability Act 2013 Public Governance, Performance and Accountability Rule 2014 |
| Delegations | 220 |
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Information generated and received by ANU staff in the course of conducting business on behalf of ANU is a record and should be captured by an authorised recordkeeping system. To learn more about University records and recordkeeping practice at ANU,
see ANU recordkeeping
and Policy: Records and archives management.
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