Expenses and Purchasing Card Policy

5. Authority to Approve Claims

5.1.   For the purpose of this section, a “claim” refers to both expense claims and the submission of purchasing card expenditure analysis.

 5.2.   All claims will be authorised in accordance with the on-line expenses approval workflow agreed with each College Dean/Director of Service. Staff designated as claim approvers act on behalf of the College Dean/Director of Service irrespective of their seniority in relation to the claimant.

 5.3.   Approval workflows will be set up in accordance with the following principles:

 5.3.1.      Authorisation by line manager (either direct or more senior within the line management hierarchy) OR

               Authorisation delegated to members of the finance team within the College or Service.

5.3.2.      Approvers do not authorise claims of anyone more senior within their own line management hierarchy.

5.3.3.      Approval workflows will incorporate additional authorisation stages for high value claims and for expense claim items only reimbursed in exceptional circumstances, as agreed in consultation with Finance Services.

5.3.4.      The Registrar and Deputy Chief Executive will approve claims made by Directors of Service.

5.3.5.      The relevant Deputy Vice-Chancellor will approve claims made by College Deans.

5.3.6.      The Vice-Chancellor will approve claims made by the Registrar and Deputy Chief Executive and by Deputy Vice-Chancellors.

5.3.7.      A Pro Chancellor will approve claims made by the Vice-Chancellor.

 5.4.   Approval workflows may include as many steps as considered appropriate by the College or Service, including initial checking and review by finance teams prior to submission to an approved authoriser who will complete an authoriser’s declaration.

 5.5.   In the case of absence (holidays, sickness etc) approvers may delegate their authority to approve to an alternative member of staff provided the principles set out above are still met.

5.6.   All claims will be processed for payment by a member of Finance Services Accounts Payable team.

5.7.   It is the responsibility of the College/Service to notify Finance Services of amendments to approved authorisers due to changes in staff. An annual review of approval workflows will be lead by Finance Services. Approval workflows will also be reviewed at time of organisational restructuring.