Delegation of Authority Register template

Overview

The University is a highly devolved organisation, and clear rules are established in statute and regulation on who has authority to commit the
University in contract or to expenditure. Certain areas are limited to senior officers of the University. Departments have authority to commit
up to £100k in expenditure and to sign certain contracts.

Departments should have in place an appropriate system of financial delegated authorities that ensures that funds received or spent are
properly controlled, and their use monitored. There are two tasks involved in managing delegations of authority:

1) Arranging the delegation e.g. submitting a form or signing a signature sheet. Details of how to arrange each delegation are available on the
Finance Division's webpages.

2) Maintaining appropriate records, including a register.

Departments can keep registers in any format that they find useful. This template register is provided as guidance, and to provide a checklist
of delegations that should be considered. It is good practice to regularly review the register. This should be completed at least annually. There
is space at the bottom to complete the name of the person completing the review and the date of review.

The head of department is ultimately responsible for delegating their delegated authority to others in their department, but they may
delegate this task to their head of administration.

Please add additional rows as required. You may wish to consider how to archive your register. For example, you may shift people that have
left to the bottom of the sheet, or hide the rows containing them. When staff leave, as well as updating the register, you should ensure you
take an action necessary to cancel the delegation.

Information on how to arrange delegations is summarised on the Finance Division webpages:

https://finance.web.ox.ac.uk/arranging-delegations-of-authority
Delegation of Authority Register template

Department:

Please add additional rows to the table below as required.

If you wish to record additional delegations (e.g. other research systems), please add further columns as required.

Signing contracts Non-pay expenditure Pay expenditure Income Journals Authorising system access Research authorities

Non-PO Trust funds

invoices, approval Contractual Approve
Contracts in ordinary expense e.g. starters, Approve sale budget and Approve
Cost centre and/or course of business (non- Purchase (specify the Approve
Name Job title Start date of End date of source of funds Notes claims, PRFs Approval for Approval of leavers, Payroll were full Approve Project deficit on Department budget and
delegation delegation employment may Notes: restrictions on Offer letters & orders Petty cash source of Overtime/ Relocation services/
restrictions include purchasing types of contract employment approval (via and credit card issue of credit floatholder petty cash funds code if change of variable hours Casual payroll allowances deductions e.g. goods sales economic cost banking GL journals journals and Oracle Core-HR X5 DARS E-Vision behalf of submission of deficit on
expenditure cards reconcilation hours, regrade Travel loans is not reconciliation transfers department JES form behalf of
contracts including contracts Oracle) limited to only price
(signing hard certain trust etc (via Core- recovered for external department
consultants and sales copy HR) funding
contracts) funds)
documents)

£k £k Y Y Y £k Y Y / £k Y / £k Y / £k Y / £k Y Y Y £k £k Y Y Y Y Y Y Y Y

Specify each GL journal approvals are via Oracle,

Authority to sign contracts that are in the course of the Departments have delegated person's limit set up in the GL hierarchy.
Written permission
ordinary business of their unit (generally research and from Personnel authority to approve spend of up to against their Project journal and transfer approvals
Notes teaching) and which do not require authorisation by another Services is required to £100k. Specify each person's limit name. should be in line with the GL hierarchy
authority (e.g. Research Services for research contracts. against their name. Signature forms Signature forms or alternative arrangements explicitly
The delegation is made within the department. A form is gain authority to sign should be requested from the can be requested delegated. Departments should
available from Legal Services which can be used. employment contracts. Payments Team. from the Trusts operate an off-system process for
team. approvals.

Example: John Smith Head of Administration 12/20/2019 B2000, B2101 Y Y £50k £50k Y Y £50k Y Y Y Y Y £50k £50k Y Y Y Y Y Y

Review:

This register should be updated as changes in staff take place, and reviewed at least annually. Review should be undertaken by the Head of Department
or, if delegated, by the Head of Administration.

I certify that the above details are correct and that the named individuals are aware of their responsibilities.

Name: Date of last review: