Financial Services

University Business Units Policy

Financial matters for sections of this University are organised on the basis of the alignment of either administrative units or academic units.

Administrative units may be coordinated on the basis of their functionality such as Human Resources, Financial Services or Student Services.

Academic units may be coordinated on the basis of their alignment with Faculties and Schools. In each case, however, financial business is conducted through the use of Business Units recognised by the University.

Business Units are a numeric identification for an area within the University which is recognised as meeting Department of Education, Employment and Workplace Relations (DEEWR) reporting requirements and as having financial responsibility and, as such, is authorised to incur expenditure on behalf of the University. All income and expenditure transactions are recorded and monitored through the Project Grants associated with a specific Business Unit.

Policy statement

University Business Unit structure

The University maintains its hierarchical structure in the structure of its Business Units. Administrative Units are organised through either the Office of the Executive Director, Finance and Resources or the Office of the Executive Director, Academic Services and Registrar. Academic Business Units are hierarchically organised on the basis of Faculties and Schools.

Management of University Business Units

The management of Business Units is shared between Financial Services (Systems Support) and Planning Services. The creation and closure of Business Units is initiated by Planning Services and is acted upon by Financial Services (Systems Support).

Process for recognition of New Business Units

Academic units

  • There is a formal recognition process for academic Business Units. In the first instance, the Faculty Board of the relevant Faculty in which the Business Unit will sit approves in principle the form of the academic unit. This in principle form of the academic unit is considered at Academic Council. After it has been approved by Academic Council, it then goes to Senate for endorsement.
  • The Senate exercises final approval for any academic unit. Once this has occurred, the Office of Policy and Planning Services is notified and a new Business Unit is opened with the assistance of Financial Services.
  • Planning Services advises Human Resources, Financial Services and Research Services when a new Business Unit code has been created and the reference file on the TRIM is updated accordingly.
  • In some cases, research centres are given a name which implies an honour or respect but which carries no financial or reporting status within the University. In other cases, the Research Centre may report either to the Head of School or the Dean of the Faculty with which it is associated. In these cases, a Research Centre is allocated a Business Unit. For those Research Centres reporting to a Head of School, the Research Grants Office informs Planning Services that a Business Unit is required.
  • For those Research Centres reporting to the Dean of a Faculty, the Research Grants Office, Human Resources or Financial Services may contact the Office of Policy and Planning to request a Business Unit be allocated to that Centre. Planning Services then advises Human Resources, Financial Services and Research Services when a new Business Unit code has been created and the reference file on TRIM is updated accordingly.

Administrative units

  • The creation of Business Units for new administrative units or restructured administrative units is also undertaken by the Planning Services on the advice of the Executive Director, Finance and Resources and the Executive Director Academic Services and Registrar or their delegated officers.
  • When assigning new Business Units to administrative units, care is taken to comply with DEEWR principles regarding the alignment between the University's administrative units and DEEWR non-academic organisational units. Planning Services advises Human Resources and Financial Services when a new Business Unit code has been created.

Process for closing existing Business Units

  • Planning Services is responsible for the closing of existing Business Units. When an area of the University, either administrative or academic, no longer requires recognition as a Business Unit within the University, Planning Services liaises with Financial Services to close the Business Unit.
  • For academic units, Planning Services is informed through Senate that the Business Unit/s is/are no longer required. For Business Units associated with Research Centres, either the Dean of the relevant Faculty or the relevant officer of the Research Grants Office advises Planning Services that the Business Unit is no longer required.
  • For administrative units, the Executive Director, Finance and Resources and the Executive Director Academic Services and Registrar or their delegated officers advise Planning Services that the Business Unit/s is/are no longer required. Once Planning Services has been informed that the Business Unit/s is/are not required, Planning Services advises Financial Services and liaises with Financial Services to close the Business Unit/s.
  • Planning Services also advises Human Resources (and Research Services as appropriate) that an existing Business Unit code has been closed and the reference file on TRIM is updated accordingly.