Scheme of Delegation – version 2
Department of Physics
Finance Office
16th April 2012
Introduction
The Chairman of Physics has powers delegated by the Vice Chancellor, Masters and Scholars of the University of Oxford. These relate to the custodianship, control and management of the resources of the Department of Physics.
In order to operate efficiently, and to promulgate the concept of the segregation of duties, the Chairman delegates certain elements of his authority. The aim of this document is to identify the key areas of authority that are delegated to the Finance team of the Department of Physics within ORACLE.
In exercising delegated authority, officers must act within all statutory regulations, and the University of Oxford Financial Regulations
General delegations
The Finance Officeare responsible for the general management of their roles as identified in their contracts of employment and job descriptions.
From time to time the Chairman may request action of Finance staff that may authorise the temporary extension of these powers. These occasions do not confer permanent authority, unless they are confirmed as such.
Specific Delegations
Finance Manger (Jamieson Hunter)
To approve purchase orders up to a value of £100,000 supported by a valid Request to Order signed by the budget-holder, that comply with the University’s Financial Regulations
To approve invoices, travel claims and payment requests thatcomply with the University’s Financial Regulations
To approve expense claimsthat comply with the University’s Financial Regulations
To approve the recruitment (PRAF) confirming that adequate funding exists to meet the financial obligations of the appointment, and that the role is approved by MPLS
Approve accounting journal transfers for both general ledger and grants ledger up to £100,000 per line. Authorisation will be required for larger journal transfers.
To approve access to the University and Department of Physics financial and accounting computer systems. Specifically Oracle Financials, Marketplace, Physics Financials and JeS
Authorise Payroll Forms to add or amend employee payroll data and contract details within the University’s payroll system
Approve sales invoices before issue
Submission of financial reports and statements to the University and MPLS divisional office
Finance Department Grant Applications in general
The Finance department’s authority is delegated by PMC resolution dated 20th October 2003
Grants Manager (Jane Kent)
Approve recruitment (PRAF) for grant funded appointments to confirm that adequate funding exists to meet the financial obligations of the appointment
Approve the submission of grant applications to Research Services
Approve the submission, periodic invoices and Interim and Final Expenditure Statements, to Research Accounts, and for John Fell funded projects
Ensure that the (Scientific) Final Report is submitted within the specified timetable
Approve the acceptance of Research Grant Awards
Authorise the uplift of Grants budgets for exchange differences, extensions or amendments
To submit a grant starting certificate in accordance the funders requirements
Approve purchase orders up to a value of £50,000, that comply with the University’s Financial Regulations
Approve accounting journal transfers for both general ledger and grants ledger £50,000 per line
Approve valid transactions to be charged to the Department Loan accounts (D*0002)
Approve the opening of pre award accounts, where funding has been confirmed
Approve casual payroll payment requests for Grants Ledger
Payroll Manager (Nicola Webb)
Authorise Payroll Forms to add or amend employee payroll data and contract details within the University’s payroll system including casual payroll
Approve casual payroll payment requests for General ledger cost centres
Approve accounting journal transfers for both general ledger and grants ledger up to £50,000 per line
Approve invoices travel claims and payment requests up to a value of £5,000, that comply with the University’s Financial Regulations
Approve standing order and payment requests for student bursaries and visitor subsistence
Approve purchase invoices for College student fees, for input to Oracle purchase ledger
Approve the creation of sales invoices for recoverable costs charged to the recharge accounts
Approve sales invoices before issue
In the absence of the Finance Manager approve the recruitment (PRAF) confirming that adequate funding exists to meet the financial obligations of the appointment
Submission of payroll reports and statements to the University and MPLS divisional office
Submitting cost statements relating to staff secondments to outside funding bodies
Head of Accounting (Leo Catney)
Approve purchase orders up to a value of £50,000, that comply with the University’s Financial Regulations
Approve accounting journal transfers for both general ledger and grants ledger £50,000 per line
Approve purchase invoices for input to Oracle purchase ledger
Pay approved petty cash claims up to a limit of £50 per transaction
Approve invoices, travel claims and payment requests up to a value of £50,000, that comply with the University’s Financial Regulations
Senior Finance Officer (Athena Kwan)
Approve purchase invoices for input to Oracle purchase ledger
Process purchases by the departmental credit card for transactions that comply with University regulations and are within the credit card limit
Pay approved petty cash claims up to a limit of £50 per transaction
Approve the creation of sales invoices for recoverable costs
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