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G/5.1 Expenditure of University funds |
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5.1.1 Official expenditure The University is a Statutory Authority pursuant to the Financial Administration and Audit Act 1977 and is subject to the same legislative and policy requirements as applies to other government and semi-governmental agencies. This includes the Act itself and subordinate guidelines, as well as other pronouncements such as the State Procurement Policy. This framework is generally not prescriptive on what can or cannot be charged to the University's accounts except to state that all expenditure must be for official purposes and must not, except in special cases (such as " losses and special payments " as defined) be for private purposes. The University derives a major part of its funds from the Government, but is increasingly reliant upon its commercial endeavours to support its operational and capital requirements. The University is therefore required to administer its expenditure in a manner which adheres to standards of public sector accountability, but which also supports the flexibility required of an institution operating within a more commercial framework. 5.1.1 Official expenditureExpenditure is to be incurred for official purposes only and, if required, officers must be able to identify the relationship or nexus between the expenses and the official business of the University. Under no circumstances shall University expenditure be incurred for personal or private purposes (see G/5.2 ). Prior to committing to the expenditure of money, an appropriately delegated officer must ensure that the expense:
Expenditure must be able to be supported on the basis of reasonableness and be publicly defensible. Expenditure is to be properly declared and documented. 5.1.2 Authorisation of expenditureUltimate responsibility for the correct expenditure of University funds rests with QUT Council. Council has delegated authority to the Vice-Chancellor to expend funds within approved budget limits and consistent with the University's plans, policies and procedures. However, the expenditure of funds made available to the University by way of bequest, donation or special grant must be approved by Council, in accordance with the QUT Act. Subject to the availability of funds within approved budget limits, and consistent with the University's plans, policies and procedures, the Vice-Chancellor has delegated commitment of the following expenditure levels (exclusive of GST, where applicable), on behalf of the University, to senior officers of the University as follows:
The Vice-Chancellor has delegated authority to the Director, Corporate Finance to approve further delegations below the level of head of school / department / independent section, including delegations for corporate card expenditure and petty cash, to commit up to $20,000 (exclusive of GST, where applicable), on behalf of the University, subject to the availability of funds within approved budget limits and consistent with the University's plans, policies and procedures. Further delegations relating to specific expenditure are detailed in the Schedule of Authorities and Delegations (MOPP Appendix 3 ). Delegations relating to expenditure associated with business-related hospitality and official functions are detailed in the University's policy on hospitality and catering ( G/5.6 ). Business cases must be prepared and approved for expenditure on projects and/or initiatives in accordance with the QUT Business Case Framework Decision Matrix . Business cases are used as the primary supporting documentation for securing funding through the University’s Asset Management Plan (AMP). Business cases must be completed in accordance with Chapter 1(C) of the Financial Management Practice and Procedures Manual. Related DocumentsMOPP Appendix 3 - Schedule of Authorities and Delegations Financial Management Practice and Procedures Manual Modification History
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