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Policy: Expenditure approvals


To inform staff how to manage expenditure transaction approvals; both payments to suppliers/vendors (accounts payable) & ANU purchase card.


This policy deals with the management of expenditure transaction approvals (both accounts payable & purchase card).


This Policy applies across the University.

Policy Statement

  1. The University's delegations framework designates officers within the University who can approve the expenditure of funds.
  2. In approving expenditure, the approving officer must ensure that the transaction:
  • complies with the Procurement Policy and other relevant financial and administrative policies;
  • is for a proper University purpose;
  • is an efficient, effective, economical and ethical use of University resources;
  • is within the budget limit or any other budget restriction (eg available funds) that applies to the related Budget Unit (eg fund/department/project); and
  • is being paid to the legally entitled claimant.
  1. Any officer who approves expenditure beyond the budget limit may be held personally accountable for that expenditure.
  2. The approving officer must not approve any accounts payable or reimbursement expenditure incurred by themselves in the normal course of duty. Such approval must meet the following minimum requirements:

Staff member incurring the expenditure:

Staff member able to approve that expenditure:

Member of the University Executive

Chief Operating Officer

College Dean

Chief Operating Officer

Service Division Director

Chief Operating Officer

School/Centre Director

College Dean

All other staff/students

ANU8 Finance Officer OR Academic Level C OR Senior Finance Officer OR Executive Officer OR School Manager OR College Finance Manager OR General Manager.

Note: The approving officer must be senior to the staff incurring the expenditure.

  1. All purchase card expenditure must be approved by the cardholder’s supervisor. Where a supervisor level is below ANU 8 or C, the approval request will be reverted to their supervisor.

Delegations relevant to this policy

  • 000220: Finance Delegation: Purchase goods and services (including the signing of related purchasing contracts) within budget limit.


Printable version (PDF)
Title Expenditure approvals
Document Type Policy
Document Number ANUP_000412
Version 10
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 1 Sep 2020
Review Date 1 Sep 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
On 9 April 2021, the ANU Council assigned authority to approve academic policy to the Academic Board.