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Important information on changes to finance authorisation processes

05 Aug 2021

Managers should ensure that their teams are aware of these changes

Dear colleagues

This note is to inform you that the Senior Leadership Team has agreed to lift some of the additional finance approval processes for operating expenditure that were put in place at the beginning of the pandemic.  These changes will take effect from Monday, 9 August.

In June we announced the modification of the approval process for some research project expenditure in order to reduce administrative burden and facilitate research activity.  This is a further modification and only applies to purchases.  It does not apply to the approval of Post and Contract Management Forms.

The main changes are detailed below with a more detailed guide to follow.

The changes are as follows:

Purchase Order Approvals:

There is no longer any need for the Senior Leadership Team (SLT) (or their nominated delegate) to approve a purchase before creation of a requisition.  The approval process will revert back to purchase authorisation levels in place before the COVID restrictions.

Requisitions, Orders and Delivery Addresses:

Oracle requisitions no longer require evidence of pre-approval by an SLT member or their nominated delegate.

All goods must be delivered to the University campus. When placing an order it is the responsibility of the requistioner (and requester) to ensure that items can be delivered to the required location and that they can be safely and securely receipted.

Home deliveries are no longer permissible except in limited circumstances: 

Oracle should not be used where home delivery is allowed and eMarketplace (Advance) deliveries can only be made to University premises. Where agreed items ordered for home delivery should be reclaimed through expenses.

Purchasing Cards:

Requests for new purchasing cards can now be considered albeit approval is required from Head of Faculty Finance and the Head of Transactional Services.

RBS card purchases:

RBS card purchase requests no longer require SLT approval nor submitting to and the approvals process reverts back to that in place before the COVID restrictions were introduced.

Internal Requisitioning:

Stores activity is re-opened.

Robert Fraser

Chief Financial Officer