Transcript HR Integration Program

Delegations
www.sungardhe.com
Travel Approvals
Internal Transfers
Presenters
 Paul McLeod, Manager, Travel
 Pam Maloy, Manager, Costing &
Ledgers
 Darrell Martin, Manager, Finance
Systems & Development
 Bridgit Session – Delegations
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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
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Agenda
 Delegations Discussion (Darrell)
 Travel Planner Training (Paul)
 Internal Transfers Discussion (Darrell)
 General Q&A Opportunity
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Delegations Policy
 http://www.csu.edu.au/adminman/del/policyschedules.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!
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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
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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
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EXP1 Delegation (extract)
Band
1
2
3
4
6
7
Classification
HEW 3 – 4
HEW 5 – 6
HEW 7 – 8
HEW 9 – 10
Secondary BC Mgr
Primary BC Mgr
Delegation
up to $ 1,000
up to $ 3,000
up to $ 5,000
up to $ 10,000
up to $ 20,000
up to $100,000
Authority to incur/approve expenditure under Section 12
of the Public Finance & Audit Act 1983
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Domestic Travel – TRV1
Function
Deans, Executive Directors
Heads of School, Directors
Other Academic & General
Staff
Delegation
Band 8
Band 7
Band 3
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Overseas Travel – TRV2
Function
DVC, ED Finance, ED HR,
Director Corporate Affairs,
Director Planning & Audit,
Head of Campus/Provost
Deans, Executive Directors
Heads of School, Directors
Other Academic & General
Staff
Delegation
Band 9
Band 8
Band 7
Band 7
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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.
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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.
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Delegations Repository
URL =
https://online.csu.edu.au/Inter/Action?A=B&B=delegations
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Delegations Repository
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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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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.
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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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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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Travel Planner Approvals
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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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Out of Pocket Expenses
Petty Cash Claims
Use for all petty cash claims in future
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Internal Transfers
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Internal Transfers
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Internal Transfers
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Internal Transfers
 Trust Funds ‘Tnnnn’
 Separate Companies
 Therefore not internal
 Cannot use ‘%X’ and ‘6%’ Accounts
 GST
 Internal Transfers are
EX GST
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Internal Charges
 Monthly Charges
 To Finance by 15th of month
 Charges for prior month
 Posted in current month
 GST
 Internal Charges are
EX GST
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Journals
 Large batch journals
 Create in Excel
 Contact ledgers for template
 Journals
 Use email preferably
 [email protected]
 BDMS
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Program Code Requests
 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
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In House Benefits
 Up to $1,000 per FBT year (1 Apr-31 Mar)
 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/remuner
ation/salpac/options#_In_House_Benefits
 Submit original 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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In House Benefits – CSU Card
 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
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Questions and Answers