Www.sungardhe.com Delegations Travel Approvals Internal Transfers.

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Travel Approvals

Internal Transfers

DIVISION OF FINANCE 2

Presenters

Paul McLeod, Manager, Travel

Darrell Martin, Manager, Finance Systems & Development


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


Agenda

Delegations Discussion (Darrell)

Travel Planner Training (Paul)

Internal Transfers Discussion (Darrell)

General Q&A Opportunity


Delegations Policy

http://www.csu.edu.au/adminman/del/policy-schedules.htm

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!




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


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


EXP1 Delegation (extract)

Band Classification Delegation1 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


Domestic Travel – TRV1

Function DelegationDeans, Executive Directors Band 8 Heads of School, Directors Band 7 Other Academic & General

Staff Band 3


Overseas Travel – TRV2

Function DelegationDVC, 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 Band 7


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.


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.


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


Delegations Repository

URL = https://online.csu.edu.au/Inter/Action?A=B&B=delegations


Delegations Repository


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 email will be generated from ProMaster advising that you have Travel Plans and transactions to be Approved.



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.



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.





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.


Out of Pocket Expenses

Petty Cash ReimbursementUse ProMaster to claim in future


Internal Transfers


Internal Transfers


Internal Transfers


Trust Funds ‘Tnnnn’

Separate Companies

Therefore not internal

Cannot use ‘%X’ and ‘6%’ Accounts

GST

Internal Transfers are EX GST

Internal Transfers


Monthly Charges

To Finance by 15th of month

Charges for prior month

Posted in current month

GST

Internal Charges are EX GST

Internal Charges


Large batch journals

Create in Excel

Contact ledgers for template

Journals

Use email preferably

[email protected] BDMS

Journals

mailto:[email protected]


Online Request form

http://www.csu.edu.au/division/finserv/staff/policies/programcoderequest

Description limited to 35 characters

Hierarchy in School/Section blocks of codes

Program Code Requests




Up to $1,000 per FBT year (1 Apr-31 Mar)

Put money on your CSU Card, use anywhere on campus, keep your receipts

https://online.csu.edu.au/Inter/Action?type=B&cmd=web_payments

In House Benefits – CSU Card

https://online.csu.edu.au/Inter/Action?type=B&cmd=web_payments


Complete In House Benefits form when you have $50+ of receipts and send to Payroll with receipts attached

http://www.csu.edu.au/division/finserv/staff/remuneration/salpac/options#_In_House_Benefits

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

In House Benefits – CSU Card



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