Deans and Heads of Departments and their designated authorised signatories are not authorised to sign contractual documents. An authorised officer of the University must forward all such documents to the Director of Finance for vetting before signature. The Director of Finance shall maintain a register of Authorised Signatories to include research grant holders. Deans and Heads of Departments must supply the Director of Finance with specimen signatures including any limitations the Budget Holder wishes to apply of those authorised to certify payment. Any changes to the authorities to sign must be notified to the Director of Finance immediately. Authorisation of orders and invoices The Purchase Order (‘Order’) must be in authorised in accordance with the levels agreed and in force within the School/Unit at the time. Deans and Heads of Planning Units have responsibility for delegation of authority for purchasing within their area. In the absence of a designated authorised signatory, urgent orders requiring approval can be referred to the Finance Director, or his Deputy, who will authorise the request after checking that the funds are available. Good practice guidelines are recommended as follows: Approval should be sought from the Vice Chancellor or his nominated officers for orders in excess of £250,000. Deans/Directors of Departments can sign orders up to £250,000. Deans/Directors of Departments can delegate authority to sign orders to Heads of Department or Division, and Nominated Officer up to a maximum of £25,000 Budget Holders that are not Heads of Department or Deans/Directors of Departments Unit can sign up to maximum of £10,000 When expenditure against a Research Grant is authorised by the Grant Holder, the Head of Planning Unit responsible for administration of the grant shall be notified on each occasion. Departmental Purchasing Co-ordinator Authority to purchase is devolved to Budget Holders and all Heads of Department have a duty to implement the Purchasing Policy within their departments. This includes the requirement to nominate a member/s of staff (“Purchasing Co-ordinator ”) who will be responsible to the Head of Department and act as the main point of contact for all purchasing matters. Each department's nominated Purchasing Co-ordinator/s are responsible for Raising orders with appropriate authorisation Checking goods received against the order/invoice Passing properly certified invoices for payment to Finance in the event of a query
Deans and Heads of Departments and their designated authorised signatories are not authorised to sign contractual documents. An authorised officer of the University must forward all such documents to the Director of Finance for vetting before signature. The Director of Finance shall maintain a register of Authorised Signatories to include research grant holders. Deans and Heads of Departments must supply the Director of Finance with specimen signatures including any limitations the Budget Holder wishes to apply of those authorised to certify payment. Any changes to the authorities to sign must be notified to the Director of Finance immediately. Authorisation of orders and invoices The Purchase Order (‘Order’) must be in authorised in accordance with the levels agreed and in force within the School/Unit at the time. Deans and Heads of Planning Units have responsibility for delegation of authority for purchasing within their area. In the absence of a designated authorised signatory, urgent orders requiring approval can be referred to the Finance Director, or his Deputy, who will authorise the request after checking that the funds are available. Good practice guidelines are recommended as follows: Approval should be sought from the Vice Chancellor or his nominated officers for orders in excess of £250,000. Deans/Directors of Departments can sign orders up to £250,000. Deans/Directors of Departments can delegate authority to sign orders to Heads of Department or Division, and Nominated Officer up to a maximum of £25,000 Budget Holders that are not Heads of Department or Deans/Directors of Departments Unit can sign up to maximum of £10,000 When expenditure against a Research Grant is authorised by the Grant Holder, the Head of Planning Unit responsible for administration of the grant shall be notified on each occasion. Departmental Purchasing Co-ordinator Authority to purchase is devolved to Budget Holders and all Heads of Department have a duty to implement the Purchasing Policy within their departments. This includes the requirement to nominate a member/s of staff (“Purchasing Co-ordinator ”) who will be responsible to the Head of Department and act as the main point of contact for all purchasing matters. Each department's nominated Purchasing Co-ordinator/s are responsible for Raising orders with appropriate authorisation Checking goods received against the order/invoice Passing properly certified invoices for payment to Finance in the event of a query
FINANCE-PURCHASING-2015.docx