G/5.1 Expenditure of University funds

Policy Owner	Executive Director, Finance and Deputy Chief Financial Officer
Approval Date	14/11/2013
Approval Authority	Vice-President (Finance) and Chief Financial Officer
Date of Next Review	01/11/2016

5.1.1 Official expenditure
5.1.2 Authorisation of expenditure
5.1.3 Delegations
Related Documents
Modification History

The University is a Statutory Authority pursuant to the Financial Accountability Act 2009 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 Queensland 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.

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5.1.1 Official expenditure

Expenditure 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 private purposes (G/5.2).

Prior to committing to the expenditure of money, an appropriately delegated officer must ensure that the expense:

is an appropriate and reasonable use of University funds
is subject to available funding
complies with all applicable legislation
is able to withstand public scrutiny
is the most economical and effective outlay for its purpose
is appropriate for the effective operation of the University
is to be incurred in line with approved University procedures (eg. Procurement G/5.3).

Expenditure must be able to be supported on the basis of reasonableness and be publicly defensible. Expenditure is to be properly declared and documented.

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5.1.2 Authorisation of expenditure

Ultimate responsibility for the correct expenditure of University funds rests with QUT Council.

Council has delegated authority to the Vice-Chancellor and President to expend funds within approved budget limits and consistent with the University's plans, policies and procedures.

Subject to the availability of funds within approved budget limits, and consistent with the University's plans, policies and procedures, the Vice-Chancellor and President has delegated commitment of various expenditure levels, to senior officers of the University as detailed in the Register of Authorities and Delegations (QUT staff access only).

The Vice-Chancellor and President has delegated authority to the Executive Director, Finance and Deputy Chief Financial Officer to approve further delegations below the level of heads of school or equivalent / centre directors / heads of department or independent section.

Further delegations relating to specific expenditure are detailed in the Register of Authorities and Delegations (QUT staff access only).

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).

Where applicable, project proposals must be prepared and approved for expenditure on projects and/or business change initiatives in accordance with Chapter 1(C) of the Financial Management Practice and Procedures Manual and the QUT Project Proposal Framework. Proposals are used as the primary supporting documentation for securing University funding and resources through the University's Planning and Budgeting and Capital Management Plan (CMP) process.

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5.1.3 Delegations

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Modification History

Date	Sections	Source	Details
26.07.22	All	Vice-Chancellor and President	Revised to update position title from Chief Financial Officer to Vice-President (Finance) and Chief Financial Officer
05.05.21	G/5.1.2	Director, Governance, Legal and Performance	Minor editorial changes to align with Repositioning QUT for a post-COVID world organisational change - effective 31.01.21
10.07.18	All	Vice-Chancellor and President	Revised policy to include department name change from Corporate Finance to Finance Resource Management
06.07.14	G/5.1.2	Executive Director, Finance and Resource Planning	Policy revised to reflect the Project Proposal Framework replacing the Business Case Framework
14.11.13	All	Executive Director, Finance and Resource Planning	Periodic review - policy revised
19.06.08	All	Acting Executive Director, Finance and Resource Planning	Policy reviewed – no change required
30.11.07	G/5.1.2	Executive Director, Finance and Resource Planning	Revised policy relating to preparation of business cases - effective from 01.01.08 (endorsed by Audit and Risk Management Committee 19.09.07)
06.09.05	All	Executive Director, Finance and Resource Planning	Policy updated consistent with Schedule of Authorities and Delegations
25.05.04	All	Executive Director, Finance and Resource Planning	Revised policy to clarify statutory requirements (endorsed by Vice-Chancellor's Advisory Committee 20.05.04) and to provide details of delegated authorities relating to expenditure of University funds
12.02.04	G/5.1.2	Deputy Vice-Chancellor (Technology, Information and Learning Support)	Added reference to Project Management Framework and Business Case Framework (endorsed by Vice-Chancellor's Advisory Committee 17.07.03)
07.05.98	G/5.1.2	Finance Manager	Editorial

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