SCHEDULE OF FINANCIAL DELEGATIONS OF AUTHORITY

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Esmond Barrett
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1 SCHEDULE OF FINANCIAL DELEGATIONS OF AUTHORITY Version: 29 May 2018

2 Financial Delegations of Authority are assigned to specific positions. Holders of the positions listed in this Schedule are authorised to commit and/or make expenditure in accordance with the limits applied to their respective Band. If a position requires Financial Delegation, but is not listed in the Schedule of Financial Delegations, then completion of Request to add/delete a Financial Delegation/Authorisation is required. Positions are fixed within Bands and commitment/expense limits are set within each Band. Refer to Appendix A Financial Delegation Limits (Finance & Income Schedule). A guide to the positions within Bands is provided at Appendix B. The Schedule has been prepared in accordance with University s Delegations and Authorisations Policy. The limits apply to each transaction approved, transactions being in accordance with the University Purchasing Policy and Procedures. Delegations of Authority vary to accommodate: special requirements to enable finance staff to perform the functions of their office; with exception delegation rights where appropriate for certain delegates as indicated in Appendix A. Note: corporate credit card holder requirements; J after the Band number indicates the position has been provided with financial delegation of authority in order to process journals only. X after the Band number indicates the position has special with exception privileges which in some instances require a prior approval process e.g. approval from a committee. Credit Cardholders all positions holding a corporate credit cardholder are provided with financial delegation of authority for credit card expenditure only, and within the limits of their assigned Band (reference is made to Appendix B). The daily transaction limit of each cardholder shall not exceed the budgeted expenditure limit assigned to their respective Band. Positions holding a corporate credit card will not be listed in this document (due to the frequent changes to cardholders), a schedule listing the positions holding a credit card will be maintained separately by the credit card administrator. OFFICES: VICE-CHANCELLOR AND PRESIDENT The Vice-Chancellor s financial delegation is established by Section 22 (4) of the Governance, Academic and Student Affairs Statute 2013 under Functions and powers of Vice-Chancellor, which reads: Subject to University legislation and any resolution of the Council, the Vice-Chancellor may: (a) within the limits and for the purposes expressed in the budget of the University (or outside those limits for other purposes, in an emergency) commit the funds of the University. The commitment of funds outside the limits expressed in the budget of the University or for other purposes, under subsection 22 (4) (a), is to be reported by the Vice Chancellor to the next meeting of Council (refer subsection 22 (5) (a)). Page 2

3 VICE-CHANCELLOR AND PRESIDENT Office of the Vice-Chancellor 10101P Vice Chancellor Band 1X Chief of Staff Band Executive Coordinator Band Executive Officer To The Vice-Chancellor Band 6 DEPUTY VICE-CHANCELLOR AND PROVOST Office Of The Deputy Vice-Chancellor And Provost Deputy Vice-Chancellor Band 2 University Transformation Office PVC (Associate) Academic & Strategic Transformation Band 3 Moodani Balluk 57760A Director Moondani Balluk Band 3 VICTORIA POLYTECHNIC Office of the Vice President (Victoria Polytechnic) Vice President Vocational Education Band 2 Office of the Deputy Vice President (Victoria Polytechnic) Deputy Vice President Vu Polytechnic Band Director Wyndham Tech School Band Senior Manager Administration And Governance (Vet) Band Senior Educator- Quality And Compliance Band 5 Business Growth & Learning Development Manager, Training & Assessment Programs Band 4 Health & Wellbeing Director Health And Wellbeing Band Manager Aged Care And Disability Band 5 Manufacturing, Technology And Trades Director Manufacturing, Technology, & Trades Band Live Works Manager Band Manager Plumbing And Signwriting Band 5 New Business & Outer West Campuses Director Wyndham Campus, Commercial Operations Band 3 Service Industries & Transition Education Director Service Industries And Transition Education Band Senior Manager Transitions Education Band 4 VU College Director, Vu College Band Director, Vu Centre For Pathways Band T Director Of Studies Band General Manager VU English Band Manager, IT and Engineering Programs Band 5 ENGAGEMENT, MARKETING & INTERNATIONAL Office of the Vice President Engagement Marketing & International G00367 Vice-President Engagement Marketing & International Band 2X Page 3

4 Senior Executive Assistant Band 5 Engagement & Government Relations Office Of The VP (Mktg & External Relations) Exec Dir, External Engagement & Govt Relations Band Executive Director Marketing & Communications Band Director, Brand & Marketing Projects Band Director, Media & Content Band 3 G01148 Manager, Senior Stakeholder Relations Band 4 Advancement 23102G Director Advancement Band Associate Director, Development Band 4 G00121 Manager Alumni Relations Band Manager, Sponsorships Band 4 Event Services Associate Director, Event Services Band 4 Footscray University Town Associate Director Engagement Initiatives Band 4 Marketing & Future Students Director, Future Students Band 3 Marketing & External Relations G00042 Director Web Services And Communications Band Manager, Communications Band 4 Partnerships And Innovation Campus Director & Principal, Vu Sydney Band Director Teaching And Learning Band Regional Director (Tnew Business Development) Band Tne Program Manager Band Chief Executive Officer, Vu Online Band 3 VU International Dean - International Band Director, Strategic Development Band G Director Vu International Band G Associate Director International Student Recruitment Band 4 G00160 Regional Recruitment Manager Band Associate Director International Relations Band 4 SUSTAINABLE INDUSTRIES & LIVEABLE CITIES CLUSTER Vice-President Sustainable Industries & Liveable Cities Band 2 College of Arts & Education Dean, College Of Arts & Education Band Deputy Director Institute for Sustainable Industries & Liveable Cities Band Ass Dir P'Ships & Knowledge Transfer & Exchange Band AVID Business Development Manager Band College Manager Band 4 TBA Lecturer (Music) Band 5 College of Business Page 4

5 Dean - College Of Business Band College Manager Band College Manager Band 4 College of Engineering and Science Dean - College Of Engineering & Science Band Deputy Director, Research Flagship Institute Band College Manager Band 4 College of Law and Justice Dean - College Of Law & Justice Band College Manager Band 4 A00319 Professor Band 4 HEALTH, SPORT & ACTIVE LIVING CLUSTER Vice-President Health,Sport And Active Living Band 2 College of Health and Biomedicine Dean College Of Health & Biomedicine Band Deputy Director, Research Training Flagship Institute ISEAL Band Head Of Program Clinical Services Band College Manager Band 4 Centre for Chronic Disease Prevention and Management Prof And Director - Ccdp And Mgmt Band 3 College of Sport and Exercise Science A00456 Dean College Of Sport & Exercise Science & Deputy Vice Prsident Health Sport & Active Living Band PVC Sports Strategy (Assoc), Professor Of Sports Marketing Band College Manager Band G Director, Vu Sport Band G Sports Facilities Manager Band G Sports Services Manager Band Manager Industry Community And Sport Engagement Band Sports Facilities Coordinator Band G Sport Facilities Coordinator Band Sports Facilities Coordinator St Albans & Werribee Band Community Engagement Coordinator Band 5 LEARNING & TEACHING Office of the Vice President Learning And Teaching Vice President Learning And Teaching Band 2 Academic Quality And Standards Director Academic Quality And Standards Band 3 Centre for Student Success Dean Of Students Band Director, Centre For Student Success Band Manager Pathways, Transition & Retention Band 4 Connected Learning Director Connected Learning Band Associate Director, Digital Learning Environments Band 4 Page 5

6 Associate Director, Improving Learning And Teaching Band 4 Library 15601E University Librarian Band 3 G01072 Associate Librarian Info Res Band 4 G01076 Associate Librarian Scholarly Information Services Band 4 G01071 Manager Campus Libraries (Footscray) Band 4 G01071 Manager Campus Libraries (Footscray) Band 4 G36153 Manager Campus Libraries (Urban) Band 4 G36153 Manager Campus Libraries (Urban) Band G Manager Libraries City Band 5 G01086 Manager Digital & Student Computing Services Band 4 G01084 Mgr Infor Resources & Coll Services Band 4 G00498 Manager Records Services And Archives Band G Librarian Band G Collections & Datasets Librarian Band 6 First Year College Interim Dean First Year College Band Head of VU Academy Band 4 VU RESEARCH VU Research Office Of The Vice President (Research) A00371 Vice President (Research) Band 2 Office For Researcher Training Quality & Integrity 40703G Dean, Graduate Research Band 3 Research Services Office 40601D Director Research Services Band Manager Biosafety And Infrastructure Band Animal Facilities Operations Supervisor Band 5 Australian Health Policy Collaboration Director, Australian Health Policy Collaboration Band 3 Institute of Sustainable Industries & Liveable Cities Flagship Research Chair Ed Policy & Evaluation Band Exec Dir,Res Flagship Institute, Sust Ind & Live Cities Band Professor (Research) & Director Cops Band 3 A00012 Professorial Research Fellow / Membrane Science Band Executive Officer, Research Flagship Institute Band 5 Institute For Health & Sport Executive Director Research Flagship Institute Sport Health & Active Living Band Executive Officer, Flagship Research, ISHAL Band 5 The Mitchell Inst For Health And Education Policy Director, Mitchell Institute Band Policy Program Director & Policy Fellow Band Executive Coordinator Band Project Officer Band 5 Sir Zelman Cowen Centre Page 6

7 Director, Sir Zelman Cowen Centre (Szcc) Band 3 STUDENTS, INFRASTRUCTURE & DIGITAL TECHNOLOGIES Office Of The VP Students,Infrastructure & Digital Tech Vp Students,Infrastructure & Digital Tech Band 2X Facilities 25101E Director, Facilities Band 3X G00274 Associate Director - Capital Planning Band G Associate Director Operations Planning Band 4 G00193 Manager Facilities Band 4 G00151 Manager Facilities Band G Property Asset Manager Band 4 G00081 Manager Operations Band 4 G00107 Manager Space Management Band G Manager Security Band 4 G00246 Senior Project Manager Band PROGRAM MANAGER MAJOR PROJECTS Band 4 G00070 SPACE PLANNING PROJECT MANAGER Band 4 G00132 MANAGER ENGINEERING SERVICES Band RISK & COMPLIANCE ASSET MANAGEMENT Band 5 G00071 SERVICES ENGINEER (MECHANICAL) Band 5 G00073 SERVICES ENGINEER (ELECTRICAL) Band SECURITY AND PARKING ADMINISTRATION OFFICER Band PARKING COORDINATOR Band MANAGER RISK REPORTING AND BUSINESS PROCESS Band Senior Facilities Service Officer Band Facilities Officer Band Administrative Officer Band Environment Programs Officer Band 6 Information Technology Services (ITS) Executive Director, It Services Band Director It Applications Band Program Director Band Director, Pmo Band Director Its Security And Risk Assurance Band Director It Customer And Infrastructure Services Band G Communications Infrastructure Manager Band Infrastructure Services Manager Band Development Manager Band G Manager Security And Assurance Band Customer Engagement Manager Band 4 Student Services Student Administration Services Director, Student Administration Band General Manager Business Support & Reporting Band Mgr, Admissions, Pathways & Scholarships Band 4 Page 7

8 Manager Enrolment & Fees Band G Coordinator Scholarships Band Senior Coordinator University Selection Band G Senior Coordinator, Business Systems Configuration Band G Senior Coordinator, Business Reporting Band Senior Coordinator, Assessment & Completion Band 5 Customer Service & Student Communications Director Student Services Band Assoc Director Student Advisory & Customer Service Band Manager Student Life & Leadership Band Manager, Counselling & Accessibility Services Band Manager, Student Communications & Operations Band Senior Coordinator, Student Support & Advocacy Band G Senior Coordinator, Disability Services Band 5 PEOPLE & CULTURE People & Culture Vice President People And Culture Band Manager Payroll & Employee Entitlements Band P&C Program Manager Band Manager Recruitment And Appointment Services Band P&C Systems Team Leader Band 5 PLANNING, REGISTRAR & UNIVERSITY SECRETARY Office Of The VP Planning,Registrar & University Secretary Vice President Planning,Registrar & University Secretary Band Respect & Responsibility Manager Band Director Data Insights Band 3 Student Matters G01054 Manager, Integrity Band 4 Legal G00234 Senior Lawyer Band Senior Lawyer Band 3 Childrens Services 35717W Coordinator Children's Centre Band W Coordinator Children's Centre Band W Co-Ordinator Childrens Centre Band 5 FINANCE Finance Services Office of the Chief Finance Officer (CFO) Vice-President Finance & CFO Band 2X Senior Business Advisor Band 5 Finance Business Services Director, Client Services Band 3X Director, Finance Business Services Band 3X Finance Business Partner Band 4X Finance Business Partner Band 4X Finance Business Partner Band 4X Page 8

9 Finance Business Partner Band 4X Finance Business Partner Band 4X Finance Business Partner Band 4X Finance Business Partner Band 4X Planning & Reporting Team Finance Manager, Planning And Reporting Band 4X Senior Finance Analyst, Planning & Reporting Band Senior Finance Analyst, Planning & Reporting Band Finance Analyst, Planning & Reporting Band Finance Analyst, Planning & Reporting Band Finance Analyst, Planning & Reporting Band 5 Operational Accounting Team Team Leader, Operational Accounting Band Finance Officer, Operational Accounting Band Finance Officer, Operational Accounting Band Finance Officer, Operational Accounting Band Finance Officer, Operational Accounting Band Finance Officer, Operational Accounting Band Finance Officer, Operational Accounting Band 6 Corporate Finance Services Associate Director, Corporate Finance Services Band Manager, Finance Support Services Band 4X 32230G Taxation And Financial Accountant Band 5J Credit Controller Band 5J 32243G Assistant Corporate Account Band 5J 32220G Bank Reconciliation Officer Band 6J Strategic Procurement & Business Operations Director, Strategic Procurement Band Procurement Hub Manager Band 4 G00997 Venues And Catering Coordinator Band Convention Centre Operations Coordinator Band 5 Strategic Capital Management Associate Director, Strategic Capital Management Band G Asset Controller Band 5J Asset Management Officer Band 6 Strategic Financial Solutions 32235G Director, Strategic Financial Solutions (Sys & Proc) Band 3X Manager, Finance Systems Band 4 G00796 Financial Systems Analysts Band 5J 32209G Senior Payables Officer Band 6J 32226G Senior Payables Officer Band 6J Page 9

10 APPENDIX A - FINANCIAL DELEGATION LIMITS (FINANCE & INCOME SCHEDULE) Authorisation Category Budgeted Expenditure (1) Non-Budgeted Expenditure (1) Contracts, & MOU s Research Funding Contracts Band 1 Band 2 Band 3 Band 4 Band 5 Band 6 Unlimited within budget $500,000 Where endorsed by either the Chancellor, Chair of Finance & Investment Committee, Chair of Compliance Audit & Risk Committee, or Deputy Chancellor: - Unlimited $150,000 - $500,000 VP Finance & CFO - $500,000 VP Students Infrastructure & Digital Tech Where endorsed by either one of the Chancellor, Vice Chancellor, Finance & Investment Committee or Compliance Audit & Risk Committee: - $5,000,000 VP Students Infrastructure & Digital Tech - $5,000,000 VP Finance & CFO Where pre-approved by either the Chancellor, Vice Chancellor, Finance & Investment Committee, or Compliance Audit & Risk Committee: - Unlimited, VP Students Infrastructure & Digital Tech - Unlimited, VP Finance & CFO Where endorsed by either one of the Chancellor, Vice Chancellor, Chair of Finance & Investment Committee or Compliance Audit & Risk Committee: - $5,000,000 VP Finance & CFO - $5,000,000 VP Students Infrastructure & Digital Tech Where pre-approved by either one of Chancellor, Vice Chancellor, Finance & Investment Committee, or Compliance Audit & Risk Committee: - Unlimited, VP Students Inf & Digi Tech - Unlimited, VP Finance & CFO $75,000 $150,000 Purchase Orders only for: - Director Facilities - Director Strategic Procurement $250,000 IT Purchase Orders only for:- Executive Director IT Services Where endorsed by either the Chancellor, Vice Chancellor, Finance & Investment Committee or Compliance Audit & Risk Committee: - $2,500,000 Dir Business Capability - $2,500,000 Director Client Services Where pre-approved by either one of the Chancellor, Vice Chancellor, Finance & Investment Committee, or Compliance Audit & Risk Committee: - $5,000,000 Dir Business Capability - $5,000,000 Director Client Services Where endorsed by either the Chancellor, Vice Chancellor, Finance & Investment Committee, or Compliance Audit & Risk Committee: - $250,000 Director Business Capability - $250,000 Director Client Services Where pre-approved by either one of the Chancellor, Vice Chancellor, Finance & Investment Committee, or Compliance Audit & Risk Committee: - $5,000,000 Dir Business Capability - $5,000,000 Director Client Services See Budgeted Expenditure and Non-Budgeted Expenditure above and Note (1) below, excluding Research Funding Contracts Unlimited within budget - $500,000 VP Finance & CFO, where endorsed by the PVC Research & Research Training - $150,000 PVC Research & Research Training - $75,000 Director Office for Research $30,000 $5,000 $1,000 Page 10

11 APPENDIX A - FINANCIAL DELEGATION LIMITS (FINANCE & INCOME SCHEDULE) Authorisation Category Asset sale, disposal or write-off (2) Band 1 Band 2 Band 3 Band 4 Band 5 Band 6 $5,000,000 Greater than $5m requires Finance & Investments Committee approval $150,000 - $500,000 VP Students Infrastructure & Digital Tech - $500,000 VP Finance & CFO Debtor Invoices Unlimited $2,000,000 - $5,000,000 VP Students Infrastructure & Digital Tech - $5,000,000 VP Finance & CFO Debtor Credit $500 $500 Notes (3) - $5,000,000 VP Students Infrastructure & Digital Tech - $5,000,000 VP Finance & CFO - $1,000,000 VP International Bad Debt Write-offs (4) (Individual) Bad Debt Write-offs (4) (Bulk) $500,000 $100,000 - $500,000 VP Students Infrastructure & Digital Tech - $500,000 VP Finance & CFO $1,000,000 Greater than $1m requires Finance & Investments Committee approval $100,000 - $1,000,000 VP Students Infrastructure & Digital Tech - $1,000,000 VP Finance & CFO Bank Accounts, Investments (5) - VP Students Infrast & Digital Tech - VP Finance & CFO Finance Journals (6) $250M VP Finance & CFO $75,000 - $150,000 - Director Facilities $1,000,000 - $2,000,000 Director Business Capability - $2,000,000 Director Client Services $500 - $1,000,000, Director Business Capability - $1,000,000, Director Client Services - $100,000 Director Business Capability - $100,000 Director Client Services - $100,000 Director Business Capability - $100,000 Director Client Services - Finance Directors $100M Finance Directors $20M Director P&C Business Services $30,000 Finance Managers, Business Managers, Business Partners $5,000 Asset Controller $5,000 Asset Management Officer $500,000 $50,000 $500 - $50,000 Associate Director Corporate Finance Services - $50,000 Associate Director Corporate Finance Services - $50,000 Associate Director Corporate Finance Services (Investments only) - Associate Director Corporate Finance Services - Associate Dir Strategic Capital Management $50M Finance Managers, Business Managers, Business Partners $500 $50M Finance Systems Analyst, Accountant Page 11 $10M Payables or Receivables Officers (1) Values greater than Band 1 must be approved by the University Council or other authority as indicated. Committing to Budgeted Expenditure and/or Non-budgeted Expenditure includes entering into commercial contracts or Memorandums of Understanding (MOUs). The Financial Delegation limit is the total estimated expenditure under the Memorandum of Understanding or over the full term of the contract e.g. if a contract is for an estimated $250k per annum over three years, the total estimated contracted commitment is $750k. (2) An asset is an item which is recorded in the University s asset registers. When the asset is no longer required it may be sold or scrapped. The value used is the current market value of the asset. (3) Debtor credit notes may be raised where an error has been made on a VU invoice provided to a debtor. The credit note will either reduce the value owing against the invoice or completely offset the invoice. (4) Bad debts arise where monies are owing to the University. Every reasonable attempt has been made to recover the monies but without success. (5) Bank accounts & investments may be opened, closed, transferred or otherwise managed by the delegates noted above, but must be in accordance with applicable VU Bank Accounts / Investments policy & procedures. (6) These accounting journal limits for authorised Finance staff in order for them to perform the functions of their office e.g. processing accounting journal entries and supplier payments, etc

12 APPENDIX B - GUIDE TO POSITIONS WITHIN FINANCE BANDS The financial delegation of authority may be applied to the position within a Band only where the position holders manager or other higher authority have recommended the delegation and it has been approved by the Vice President Students, Infrastructure & Digital Tech or Vice President Finance & Chief Financial Officer (CFO). The levels of financial delegation are set and may not be varied. Positions within bands are fixed and may not be varied. Band 1 Band 2 Band 3 Band 4 Band 5 Band 6 Vice-Chancellor Provost Deputy Vice-Chancellor (DVC) Pro Vice-Chancellor (PVC) (Direct report to Band 1) Vice-President (VP) (Direct report to Band 1 only) Pro Vice-Chancellor (PVC) (Direct report to Band 2 only) Vice-President (VP) (Direct report to Band 2 only) Academic Leader Senior Executive Officer Administration Officer Associate Dean Coordinator / Facilitator Administrator Executive Director Associate Director Facilities Officer Executive Assistant Director Associate Librarian Finance Officer / Accountant Executive Officer Chief Financial Officer (CFO) Dean Professor Senior Educator / Lecturer Librarian Deputy Director Associate Professor Team Leader Clerical Officer Deputy Dean General Manager Strategy leader Personal Assistant Senior Lawyer Manager (other than Sports & Education Manager) Supervisor Advisory Officer University Librarian Researcher Maintenance Officer Receivables Officer Senior Advisor Senior Librarian Payables Officer Senior Executive Officer - Office of the Vice-Chancellor Business Partner (Finance Services positions only) Lead Finance Officer Strategy Leader Senior Officer Education Manager Events Officer Advisor Teacher / Lecturer / Academic Sports Manager Asset Controller University Archivist The position titles referred to in the above table are mostly generic in nature and intended to indicate which band a position falls within. These bands and the positions within them were set by the Senior Executive Group and approved by the Vice-Chancellor and may not be varied. Page 12

SCHEDULE OF FINANCIAL DELEGATIONS OF AUTHORITY

SCHEDULE OF FINANCIAL DELEGATIONS OF AUTHORITY Version: 3 - September 2016 Financial Delegations of Authority are assigned to specific positions. Holders of the positions listed in this Schedule are authorised