Financial Services

Financial delegation

Further information

Authorised signatories

Delegations relating to the function of managing the Universitys financial resources. Includes establishing, operating, and maintaining accounting systems, controls and procedures, financial planning and budget submissions. Delegation limits are GST exclusive. Additionally the following delegations are capped by Senate Resolution (Resolution 101 - Ref F15364) Vice-Chancellors powers of financial sub-delegation be limited to $1M, and Vice-Chancellors delegated authority is limited for an individual financial transaction at $5M within budget. Items that exceed this limit or are outside of approved budget require specific approval from SRC and Senate.

Please note that specific limits exist as per Senate Resolution refer to "Financial delegation caps" below.

Acquisition of Real Property

Authorise the acquisition of real property under Power of Attorney and within the specified annual budget allocation as approved by Senate in advanceExecutive Director (Finance and Resources), Executive Director (Academic Services) and Registrar, Vice-Chancellor, Senior Deputy Vice-Chancellor
Source: Senate Resolution 118/07

Agreements and Contracts

Authorise and sign all contracts or agreements on behalf of the UniversityExecutive
Source: Finance Manual

Capital and Minor Works (as per Financial Services submission) This delegation is only applicable to Campus Management (for capital and minor works involving infrastructure expenditure) based on submission. All other University Business Units must comply with standard delegation limits.

Higher Value >$100,000 Formal tender process from at least three contractors after public advert (where no panel exists)Band 5b
Source: University Financial Manual
Higher Value >$250,000 Formal tender process from pre-qualified panel of contractors (minimum 3)Band 5b
Source: University Financial Manual
Intermediate $10k - $99,999 Three written quotes where no panel is in placeFinancial Delegation not required to obtain quotes
Source: University Financial Manual
Minor Works <$10,000 Obtain one written quote where no panel is in placeFinancial Delegation not required to obtain quotes
Source: University Financial Manual
Minor Works <$25,000 Obtain one written quote from a pre-qualified panel of contractorsFinancial Delegation not required to obtain quotes
Source: University Financial Manual
Authorise waiver of the requirement for 3 written quotesBand 5a
Source: University Financial Manual
Authorise waiver of the requirement for tenderBand 5a
Source: University Financial Manual
Intermediate $25k - $250k Obtain three written quotes from pre-qualified panel of contractorsFinancial Delegation not required to obtain quotes
Source: University Financial Manual

Expenditure (Assets)

Authorise the acquisition, sale, transfer and disposal of assetsSchool Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual
Authorise loans of University equipment and assetsSchool Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual

Expenditure (General)

Approve financial expenditure authorities to staff within Business Units under the control of a delegate in Band 4a or 5a, and revoke such authorities.University Librarian, Principal Currie Hall, Head of School, Director 5a, Dean, Associate Librarian
Source: Finance Manual
Authorise expenditure (or supplier credit note) for all items less than $100,000Faculty Manager, Dean Equivalent Delegate
Source: Finance Manual
Authorise expenditure (or supplier credit note) for all items less than $20,000Finance Officer
Source: Finance Manual
Authorise expenditure (or supplier credit note) for all items less than $50,000School Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual
Authorise expenditure for an item (or where the item is not specifically identified in a contract or agreement) equal to or greater than $100,000Executive
Source: Finance Manual
Authorise expenditure (or supplier credit note) greater than delegated limit as specifically identified within a contract or agreementSchool Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual
Authorise Vendor creation/amendmentFinance Officer
Source: Finance Manual

Expenditure (Hospitality)

Authorise hospitality and entertainment expenditure less than $1,000School Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual
Authorise hospitality and entertainment expenditure over $1,000Principal Currie Hall, Head of School, Director 5a, Associate Librarian
Source: Finance Manual
Authorise hospitality and entertainment expenditure pre-approved by a delegate in Band 5a or above.School Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual

Expenditure (MasterCard)

Authorise for payment monthly MasterCard statements (subject to delegated authority limits per transaction for expenditure, travel, hospitality & entertainment)School Manager, Business Manager, Manager 5b, Library Manager, Associate Director 5b
Source: Finance Manual
Authorise for payment monthly MasterCard statements (subject to delegated authority limits per transaction for expenditure, travel, hospitality and entertainment)Business Manager
Source: Finance Manual
Incur monthly expenditure via MasterCard less than $5,000 in total (unless higher limit is pre-approved)Finance Officer
Source: Finance Manual
Authorise increases to monthly expenditure limitSchool Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual
Authorise the issue and withdrawal of University MasterCard to staffSchool Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual

Expenditure (Quotes/Tenders Requests for Proposal and Expressions of Interest - EOI) Good and Services

Obtain one written quote for individual items between $1,000 - $9,999 (except where strategic or preferred supplier agreements are in place) Note: Financial Delegation not required to obtain quotes.
Source: Finance Manual
Obtain three written quotes for individual items between $10,000 - $99,999 (except where strategic or preferred supplier agreements are in place) Note: Financial Delegation not required to obtain quotes.
Source: Finance Manual
Require a Tender Process for individual items and service agreements in excess of $100,000 (except where strategic or preferred supplier agreements are in place) School Manager, Manager 5b, Library Manager, Associate Director 5b, Business Manager
Source: Finance Manual
Authorise waiver of the requirement for 3 written quotesPrincipal Currie Hall, Head of School, Director 5a, Associate Librarian
Source: Finance Manual
Authorise waiver of the requirement for tenderPrincipal Currie Hall, Head of School, Director 5a, Associate Librarian
Source: Finance Manual
Confirm pricing and other relevant terms before purchasing individual items up to $999 Note: Financial Delegation not required to obtain quotes.
Source: Finance Manual

Expenditure (Travel)

Authorise travel expenditure less than $10,000School Manager, Manager 5b, Library Manager, Director 5b, Business Manager
Source: Finance Manual
Authorise travel expenditure over $10,000Principal Currie Hall, Head of School, Director 5a, Associate Librarian
Source: Finance Manual
Pre-approve travel expenditure over $10,000Principal Currie Hall, Head of School, Director 5a, Associate Librarian
Source: Finance Manual
Pre-approve travel expenditure under $10,000School Manager, Manager 5b, Library Manager, Director 5b, Business Manager
Source: Finance Manual
Traveller who has been given delegation by 4b or above for Domestic Self-approval travelUniversity Traveller
Source: Finance Manual
Authorise and or revoke access to Domestic Self-approval travelFaculty Manager, Dean Delegate (4b) and above
Source: Finance Manual
Authorise expenditure for travel pre-approved by delegate in Band 5aSchool Manager, Manager 5b, Library Manager, Director 5b, Business Manager
Source: Finance Manual

Fees - Amenities and Services

With respect to the Guild of Undergraduates determine the amount of the Amenities and Services Fee annuallySenate
Source: Statute 20

Fees - Ancillary Student Fees and Charges

Approve new ancillary student fees and chargesAncillary Student Fees and Charges Regulating Committee
Source: Guidelines for Proposed Ancillary Student Fees

Fees - International Student Fees

Set fees for international studentsVice-Chancellor

Financial delegation caps

Items that exceed this limit or are outside of approved budget require specific approval from SRC and Senate.
Source: Senate Resolution (Resolution 101 - Ref F15364)
Vice-Chancellor's delegated authority is limited for an individual financial transaction at $5M within budget.
Source: Senate Resolution (Resolution 101 - Ref F15364)
Vice-Chancellor's powers of financial sub-delegation are limited to $1M.
Source: Senate Resolution (Resolution 101 - Ref F15364)

Financial Statements

Approve an independent external auditor for the annual accounts of the Guild and the Sports AssociationSenate
Source: Statute 20
Authorise the acquittance reports for external non-research fundsHead of School
Source: Finance Manual
Authorise the release of annual UWA audited financial statementsVice-Chancellor
Source: Statute 10
Certify that research financial statements are true in financial reportsDirector Research Services
Source: Finance Manual

Income (Invoicing)

Authorise invoices (or credit notes) greater than $100,000Executive
Source: Finance Manual
Authorise invoices (or credit notes) less than $100,000Faculty Manager, Dean Equivalent Delegate
Source: Finance Manual
Authorise invoices (or credit notes) less than $20,000Finance Officer
Source: Finance Manual
Authorise invoices (or credit notes) less than $50,000School Manager, Manager 5b, Library Manager, Director 5b, Business Manager
Source: Finance Manual
Authorise Customer creation/amendmentSchool Manager, Manager 5b, Library Manager, Director 5b, Business Manager
Source: Finance Manual
Authorise invoices (or credit notes) greater than delegated limit where there is a properly executed contract for funding or other pre-approval has been providedSchool Manager, Manager 5b, Library Manager, Finance Officer Research Services, Director 5b, Business Manager
Source: Finance Manual
Waive need to complete Application for Credit form for new customerSchool Manager, Manager 5b, Library Manager, Director 5b, Business Manager
Source: Finance Manual

Information Technology

Recover approved costs of providing student access to University computing and software facilitiesManager Information Technology Services

Pathfinder funding

Approve allocation of Pathfinder fund of more than $15000Deputy Vice-Chancellor (Research)
Approve allocation of Pathfinder fund up to $15000Director Office of Industry and Innovation
Sign confidentiality agreementsDirector Office of Industry and Innovation
Sign Material Transfer agreementsDirector Office of Industry and Innovation
Sign standard research and consultancy contracts to a value of $50000Director Office of Industry and Innovation

Student Debt Register

Authorise entry of names of students on the student debt registerUniversity Librarian, Manager Student Administration, Director International Centre

Student loans

Approve non-standard loans under the UWA Student Loan SchemeChair of the Student Financial Assistance Committee
Approve standard loans under the UWA Student Loan SchemeInternational Student Adviser
Authorise standard loan approvalStudent Financial Aid Officer
Commit funds for study abroad bursariesStudy Abroad Selection Committee

Students

Apply financial sanctions for late enrolmentManager Student Administration
Source: Senate policy
Authorise remission of HECS-HELP and FEE-HELPAssistant Manager Student Administration
Source: HESA 2003
Authorise remission of student contributionsManager Student Administration
Source: HESA 2003
Cancel enrolment for non-payment of fees (domestic students)Manager Student Administration
Impose or waive administrative chargesManager Student Administration
Re-instate enrolment on payment of fees (domestic students) (following cancellation)Manager Student Administration

Students International

Authorise refunds of overpayment by international studentsDirector International Centre
Cancel a debt from the debt register for outstanding fees where fees are not likely to be collectedDirector International Centre
Cancel enrolment for non-payment of fees (international students)Director International Centre
Re-instate enrolment on payment of fees (international students) (following cancellation)Director International Centre
Waive or defer outstanding late fees of international studentsDirector International Centre

University Estimates of Income and Distribution/Faculty Distribution Models

Allocate Estimates of Income and Distribution in accordance with University policy - within Academic ServicesUniversity Librarian, Executive
Source: Planning and Budget Committee Constitution GSRC Constitution
Allocate Estimates of Income and Distribution in accordance with University policy - within Business Units under the control of a delegate in Band 5aHead of School, Director 5a
Source: Finance Manual
Allocate Estimates of Income and Distribution in accordance with University policy - within own Teaching and Research FacultyDean
Source: Finance Manual
Approve annual University Estimates of Income and DistributionSenate
Source: Finance Manual
Authorise variations to the annual University Estimates of Income and DistributionVice-Chancellor
Source: Finance Manual

Write-offs and Bad Debts

Authorise annual asset write-offsSenate
Source: Finance Manual
Authorise write-off of bad debtsSenate
Source: Finance Manual

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