1. Delegations
Travel Approvals
Internal Transfers

2. Presenters Paul McLeod, Manager, Travel
Darrell Martin, Manager, Finance Systems & Development

3. Workshop Goals The goal of this training is to:
Provide you with the knowledge of how the Delegations Repository will work
Demonstrate the new Travel Planner functionality in ProMaster
Review the Internal Transfers process

4. Agenda Delegations Discussion (Darrell) Travel Planner Training (Paul)
Internal Transfers Discussion (Darrell)
General Q&A Opportunity

5. Delegations Policy
Approved by Council in 2010
Transitional arrangements end 1 Oct 2011
Main impact – S.12 Delegation (EXP1)
Devolves approvals to Budget Managers
Based on dollar amounts
Can’t be sub-delegated
Don’t shoot the messenger!

6. Delegations Explained
Primary Budget Centre
means a Faculty, Division, Centre, Office or other entity to which a budget is allocated in the Annual Budget by the Council
Secondary Budget Centre
means an organisational unit within a Primary Budget Centre including a School, Office, Unit, Institute or Centre to which a budgetary allocation is determined by a Primary Budget Centre Manager
Tertiary Budget Centre
Not specified in policy document

7. Delegations Explained
Primary Budget Centre Manager
means a member of staff appointed as head of a Primary Budget Centre, such as a Dean, Executive Director or Director
Secondary Budget Centre Manager
means a member of staff appointed as the head of a Secondary Budget Centre including a Head of School, Director and Manager
Tertiary Budget Centre Manager
means staff appointed by the Secondary Budget Centre to manage or assist managing parts of the budget

8. EXP1 Delegation (extract)
Band
Classification
Delegation 1
HEW 3 – 4
up to $ 1,000 2
HEW 5 – 6
up to $ 3,000 3
HEW 7 – 8
up to $ 5,000 4
HEW 9 – 10
up to $ 10,000 6
Secondary BC Mgr
up to $ 20,000 7
Primary BC Mgr
up to $100,000
Authority to incur/approve expenditure under Section 12 of the Public Finance & Audit Act 1983

9. Domestic Travel – TRV1 Function Delegation Deans, Executive Directors
Band 8
Heads of School, Directors
Band 7
Other Academic & General Staff
Band 3

10. Overseas Travel – TRV2 Function Delegation
DVC, ED Finance, ED HR, Director Corporate Affairs, Director Planning & Audit, Head of Campus/Provost
Band 9
Deans, Executive Directors
Band 8
Heads of School, Directors
Band 7
Other Academic & General Staff

11. Delegations - Extracts
Clause 15. Delegation Hierarchy
The powers and authorities held by any delegate are included in those held by that delegate's supervisor or line manager and each officer in line of organisational authority superior to that officer in turn.
Clause 16. Exercise Delegations
A delegate cannot exercise a delegation in regard to functions or staff for which the delegate does not hold line management responsibility.

12. Delegations Clause 27. Limited by Expenditure Delegation
All delegations are subject to the delegate’s expenditure delegation. While a delegate may be conferred an administrative authority, where this involves an expenditure this may only be exercised within that expenditure limit.
Clause 29. Authorised Officer
A delegate may not appoint an “Authorised Officer” to exercise an expenditure or travel delegation under this schedule of delegations.

13. Delegations Issues Approval limited by:
Budget Manager authority against Orgn code
Dollar value limits by bands
approval to incur expenditure = S.12 approval of expenditure
Delegation refers to position not person
Can’t carry delegation when move to another position
Academics cannot be approvers
Second approver is person’s supervisor
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14. Delegations Repository
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URL =

15. Delegations Repository
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16. Travel Planner Approvals
Why do I have to Approve Travel Plans ?
From the Delegations & Authorisations Policy it is clear who can and cant Approve both Domestic and International travel. If you have a Delegation for an ORG code then you may also have to Approve travel and it’s expenditure, however the Delegation starts from Band 3 (HEW level 7 -8) for Domestic travel only, this may assist with the volume if you have staff at these levels. NB Academics are unable to Approve any transactions.
How will I know when I have to do this ?
An will be generated from ProMaster advising that you have Travel Plans and transactions to be Approved.
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17. Travel Planner Approvals
What do I look for ?
Review the Travel Plan to ensure that the travel is relevant, appropriate and valid.
The Account Codes are correct.
The expenditure estimates are as expected.
Is there any funding from other sources, e.g. the traveller or third parties.
Are Meal Allowances calculated correctly and are meals included at Conferences deducted or any meals that are provided.
Should the traveller be travelling on ‘Actuals’ ?.
If the travel is a “Field Trip” then is a Risk Assessment attached.
Should your Travel Plans be coming from a Travel Administrator or ‘trusted’ source then many of the above checks may have already been completed in which case you may just wish to review quickly and Approve.
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18. Travel Planner Approvals
What actions do I take
You can Review the Travel Plan by hovering on the ‘Blue Question mark’.
Once you have reviewed the Travel Plan you can Approve individually or as a group.
You can Reverse the Travel Plan back to the Traveller without comment.
You can Query the Travel Plan and request further information from the traveller.
You can Edit the Travel Plan should you need to change any of the Account Codes or other details.
You can ‘add’ notes to the Travel Plan before Approving.
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19. Travel Planner Approvals
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20. Travel Planner Approvals
What happens once the Travel Plan has been Approved ?
Once Approved the Travel Plan drops in to the workflow “Approved Travel” ready for the Traveller or Travel Booker to process the reservations.
The Travel Plan will sit in this workflow until all of the relevant expenses have been allocated to the Travel Plan at which time it can be pushed to “Completed Travel” and eventually “Archived Travel”
If the allocated expenses are greater than the Approved estimates you will receive a further request to Approve any additional expenditure, however a 10% threshold will allow some variation before this will happen.
Travel Plans are available to view at all stages of the process and will remain in the “Archived Travel” workflow forever, along with any relevant attachments e.g. Tax Invoices, receipts and other relevant documentation.
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21. Petty Cash Reimbursement
Out of Pocket Expenses
Petty Cash Reimbursement
Use ProMaster to claim in future
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22. Internal Transfers
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23. Internal Transfers
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24. Internal Transfers
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25. Internal Transfers Trust Funds ‘Tnnnn’ GST Separate Companies
Therefore not internal
Cannot use ‘%X’ and ‘6%’ Accounts
GST
Internal Transfers are EX GST
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26. Internal Charges Monthly Charges GST To Finance by 15th of month
Charges for prior month
Posted in current month
GST
Internal Charges are EX GST
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27. Journals Large batch journals Journals Create in Excel
Contact ledgers for template
Journals
Use preferably
BDMS
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28. Program Code Requests Online Request form
Description limited to 35 characters
Hierarchy in School/Section blocks of codes
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29. In House Benefits – CSU Card
Up to $1,000 per FBT year (1 Apr-31 Mar)
Put money on your CSU Card, use anywhere on campus, keep your receipts
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30. In House Benefits – CSU Card
Complete In House Benefits form when you have $50+ of receipts and send to Payroll with receipts attached
Submit your receipts to payroll anytime during year
Final claim by first week of March at latest to claim in any FBT year
Payroll shows pre-tax payment and post tax refund to you of value of receipts submitted
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31. Questions and Answers