Line Manager (or Alternate Line Manager) Role and Responsibilities
The University’s Financial Procedures require that approval for any expenditure is completed by a member of staff who is either of a higher grade or professional standing than the Claimant.
As the Line Manager or Alternate Line Manager, you fulfil this role and ensure compliance with the Financial Procedures.
The Line Manager (or Alternate Line Manager) has the following responsibilities within the University's expenses process:
- Validate that the Claimant is a member of your team
- Confirm that the Claimant has incurred legitimate, refundable expenditure wholly for work purposes
- Ensure approval by a member of SLT is attached to the claim (where relevant)
- Approve or reject the expense claim within 7 calendar days. Failure to take action within this 7-day window will result in one of the following:
1. If you are the Claimant's direct Line Manager, the approval request will be sent to your Line Manager to action
2. If you are the Claimant's Alternate Line Manager, the approval request will timeout and the expense claim will be sent back to the Claimant (or their Delegate) as 'rejected'
Please note that if you are the Line Manager/Alternate Line Manager and are also the Oracle/Cost Centre Approver, you will need to fulfil the responsibilities for both roles at the same time.
Once you have authorised at the Line Manager/Alternate Line Manager stage, the system will self-authorise at the Oracle/Cost Centre Approver stage.
More details about the role and responsibilities of the Oracle Approver can be found here.