Delegation Manual. 05 December 2017

Transcription

1 05 December 2017 Version History: For Board approval on 27 July 2010 Approved by Board on 28 January 2010 (subject) Revised by Management 21 June 2012 for approval by Board at July Meeting Approved Board Audit and Risk Committee Meeting 4 December 2012 Revised by Management 13 November 2013 for approval by Board at November meeting Presented at the Board Meeting on 26 t November Approved at Board Audit and Risk - 3 December Revised by Management August 2014 for Board approval. Presented at the Board Audit and Risk 2 September 2014 Approved at Board on 16 September 2014 Revised by Management November 2015 presented to Board Audit and Risk Approved at Board 15 December 2015 Revised by Management 29 November 2016 presented at Board Audit and Risk Approved at Board 13 December 2016 Revised by Management 5 December 2017 presented at Board Audit and Risk Approved at Board 13 February 2018

2 Macquarie University Hospital Operations No 2. Pty Ltd Table of Contents Purpose of this Manual... 3 Preamble... 3 Introduction... 3 Authority... 3 Purpose... 3 Principles... 3 Structure of Delegations... 4 Key... 5 Glossary... 5 Schedule 1. Delegations for Expenditure... 6 Schedule 2. Capital & Minor Works Schedule 3. General Financial Delegations Funding Agreements, Government Grants & Other Revenue Contracts Health Fund contracts Debtors Adjustments Cheque signatories EFT signatories (Online Banking) Schedule 4. Human Resources Attendance records Fortnightly Payroll Recruitment & Selection Remuneration review Leave Allowances and Overtime Hours Staff Conduct & Performance Termination Schedule 5. Training & Travel Overseas Travel Conferences, Courses, Off-site work visits In-house training Reward & Recognition (within budget allocation) Schedule 6. Non-Financial Delegations Delegations Records Management Information Systems Legal Media Freedom of Information Use of Official Resources Act for Chief Executive Officer as required December of 22

3 Macquarie University Hospital Operations No 2. Pty Ltd Purpose of this Manual Preamble Macquarie University Hospital is a controlled entity of Macquarie University. The delegations of authority detailed in this manual are made by the Board of MUH Operations No. 2 Pty Ltd and are subject to Board approval. Introduction The purpose of this manual is to establish the levels of authority delegated to duly appointed office holders and staff of the Macquarie University Hospital (hereafter MUH). For the avoidance of doubt consultants however appointed are not considered staff or office holders. The underlying intention of this manual is to clarify accountability and responsibility for the day-today operation of MUH. Authority MUH Operations No 2 Pty Ltd is a proprietary company. This delegation manual has been approved by the Board and may only be varied with Board endorsement. The Board or CEO may determine some functions to be non-delegable. Purpose This Delegations Manual has been compiled in order to ensure that there is a set of clear and unambiguous directions in respect of authorisations of expenditure, personnel matters and general business matters encountered by Officer of the company on a day-to-day basis. Principles 1. Delegated authority is subject to any overriding state or federal legislation. 2. The delegation of authority to a specified person is unique and may not be transferred or further delegated, except where: (a) the absence of the person to whom the delegation is made requires that the authority be exercised by the person acting in the position to which the authority is delegated (Where officers are acting or relieving in a position and exercise a delegation in this way, the officer should specify the position, and the acting nature of their occupancy in that role). (b) The sub-delegation has been specifically documented and approved by the CEO. 3. Delegates may apply more restrictive delegations to staff over which they have direct managerial control. A clear set of the revised delegations must be provided to the staff member in question where this occurs. See point 15 regarding amendment of delegations. 4. Where this manual specifies a delegation to a person or position, the position to which they report is also deemed to have the delegated authority unless otherwise indicated. 5. Monetary amounts stated in this manual are the maximum delegated amounts in relation to the delegated function and do not include GST. They do not imply or confer authority to spend more than the organisation s uncommitted budget allocation. December of 22

4 Macquarie University Hospital Operations No 2. Pty Ltd 6. No delegate may: (a) Approve self-related matters (e.g. authorise expenditure or expenditure reimbursement to themselves, certify their own timesheets, authorise their own higher duty allowance, overtime or annual or long service leave); (b) Approve matters discussed above that are for an officer for whom the delegated officer has no responsibility unless the authority is otherwise specifically delegated for administrative purposes; (c) Split items or orders to bring them within any limit of their position s administrative responsibility or avoid purchasing requirements, e.g. 3 quotes for purchases over $10,000 (excluding GST). In principle, all expenditure is to be approved on the basis of availability of funding within the budget allocation and the availability of funds within each account. 7. The authorising person for the above, and other matters of a like nature, shall be a more senior member of staff unless otherwise specifically delegated for administrative purposes. 8. Delegates are expected to exercise the powers, authorities, duties, or functions delegated to them in a responsible, efficient, consistent and cost-effective manner and in accordance with the Hospital s Code of Conduct and Values. Whether a delegation should be exercised (or the matter referred to a higher authority) requires the exercise of discretion by the delegate. 9. Delegates must consider any additional recurrent costs that will be incurred as a result of a purchase. In the case of non-current assets, delegates must consider the effect a purchase will have on the future operating costs and the availability of funding. As a principle, procurement of material items (small capital) more than $5,000 should be subject to a business case (as facilitated by completion of the Capital Investment Proposal (CIP) form) 10. All delegates are required to exercise their delegations in observance of manuals and policies issued by the Hospital. 11. Amendments, additions, and deletions to the Delegations Manual must be considered and endorsed by the Board of MUH Operations No 2 Pty Ltd. Once endorsed, the change must be incorporated into the manual and any parties affected by the amendment formally notified. Structure of Delegations The delegations detailed in this manual have been arranged according to functional area to allow for easy identification and reference. The schedules within which the delegations are arranged are set out below. S1 Delegations for expenditure S2 Capital & Minor Works S3 General Financial Delegations S4 Human Resources S5 Training & Travel S6 Non-financial delegations December of 22

5 Macquarie University Hospital Operations No 2. Pty Ltd The bodies, positions and expenditure limits detailed in this document (along with an abbreviation where appropriate) are listed below: Position Title Abbrevia Expenditure limit tion Board of MUHO2 Board >$250,000 Chief Executive Officer CEO Up to $250,000 Director of Nursing DON Up to $50,000 Director of Medical Services DMS Up to $50,000 Chief Financial Officer CFO Up to $50,000 Department Managers -Nurse Manager Workforce & Leadership -Director of Procurement -Project Manager -Manager Finance -Facilities Manager -Director IT -Supply Supervisor -Hotel Services Manager -Manager, Marketing -Nursing Unit Manager -Perioperative Services Manager -Admissions Manager -HR Business Partner (MQ) DM MWL DOP PM MF FM DIT STS HSM MM NUM PSM AM HBP Up to $20,000 Up to $20,000 Up to $5,000 Up to $5,000 Up to $5,000 Up to $5,000 Up to $5,000 Up to $5,000 Nil Nil Nil Nil Nil Note that where the word only appears after the body or position to which the power is delegated, the power conferred can be delegated no further than that level. Key Delegations requiring further attention Sub-delegation, clarification, or alteration Highlight Glossary RM&R EA SES Repairs, maintenance and renewals Enterprise Agreement State Emergency Services December of 22

6 Schedule 1. Delegations for Expenditure 1.0 Budget Authority to engage, & authorise expenditure for, consultants services and approve variations in consultants work or cost (note that significant changes in work or cost are not to be approved by employees in direct supervision of the consultant) Annual Budget Strategy Annual Capital Plan Authority to transfer budget between cost centres 1.2 Consultants and Contractors Up to $5,000 within Departmental budget Up to $50, Up to $250, Over $250, Corporate Purchase Card Authority to issue a corporate purchasing card and set limits in accordance with the MF, FM,STS, MWL, DIT,DOP, HSM, Two written quotes Three written quotes Tender process, open invitation, written advice to Board December of 22

7 Schedule 1. Delegations for Expenditure Mobile Phones Authority to use corporate purchase card subject to any other delegation regarding purchases (As much as possible use of the purchase card should be limited to travel, accommodation, subscriptions, conferences) (as issued) Authority to issue mobile phones Approve purchase of additional mobile phones Approve payment of mobile phone expenditure 1.5 Out of Pocket Expenses Approve out of pocket expenses for CEO e.g. entertainment expenses Chair Petty Cash Approve out of pocket expenses for Executive e.g. entertainment expenses Approve out of pocket expenses for management e.g. travel, miscellaneous expenses in accordance with general expenditure limits Approve petty cash imprest reimbursements up to $500 MF 1.7 Purchase Orders and Invoices Up to $5, Up to $20,000 Approve purchase orders and or invoices for goods and services MF, FM,STS, DIT, DOP, HSM, DOP, MWL ONLY December of 22

8 Schedule 1. Delegations for Expenditure Up to $50, Up to $250, Over $250,000 Two written quotes Three written quotes Two directors Up to $5,000 Approval of non-purchase order invoices for goods and services Up to $50, Up to $250, Over $250,000 Approval of price variances between POs and invoices Variances of >$3,000 and >10% per line item / invoice to be flagged for approval in line with PO approval limits above (e.g. DOP would approve variances on invoices up to his delegation of authority limit Variances >$5,000 per invoice to be escalated to CFO 1.8 Accounts Payable MF, FM,STS, MWL, DIT,DOP, HSM, DOP ONLY Two written quotes Three written quotes December of 22

9 Schedule 1. Delegations for Expenditure Checking and authorising function for accounts payable MF 1.9 Acceptance of Tenders in accordance with MUH Capital InvestmentPolicy Under $250,000 Accounts Payable Officer Over $250, Approval for tenders covering a period of three years or less to a total under $250,000 annual spend Approval for tenders covering more than three years irrespective of value December of 22

10 Schedule 2. Capital & Minor Works 2.1 Minor Works Up to $5,000 Capital Item in the assets section of a balance sheet (and recorded in the entities asset register that is written off (depreciated) over more than one accounting period (or otherwise rentalised). Approve & commit to minor works (deemed as repair & maintenance) & expenditure for minor works, in line with the delegation manual: MF,FM, STS, MWL, DIT,HSM Up to $20,000 DOP ONLY Up to $50, Up to $250, Over $250,000 Purchase of any asset should not be made without consideration of the anticipated annual operating costs that will be incurred as a result of the purchase. The availability of funding should also be considered. 2.2 Capital Expenditure (including equipment, fit-out, software, or any other capital item or project), As per MUH Capital Investment Policy Authority to approve the lease or purchase of motor vehicles within budget allocation and in accordance with MUH policies Authority to approve fleet replacements Up to $5,000 Authority to purchase plant & other equipment in line with delegated authority MF, FM, STS, MWL, DIT,DOP, HSM, December of 22

11 Schedule 2. Capital & Minor Works Up to $50, Up to $250, Over $250, Disposal of Assets As per MUH Capital Investment Policy Two written quotes Three written quotes Up to $50, Up to $250, Over $250, Notification to University for adjustment of fixed asset register MF ONLY 2.4 Write-offs of capital equipment As per MUH Capital Investment Policy Following stock take items not found, or where the item has ceased to function Up to $50,000 (board to be advised) Up to $250,000 (board to be advised) Over $250, Notification to University for adjustment of fixed asset register MF ONLY December of 22

12 Schedule 3. General Financial Delegations 3.1 Funding Agreements, Government Grants & Other Revenue Contracts Authority to accept and sign funding contracts and government grants on behalf of MUH Up to $50, Up to $250, Over $250, Authority to make or receive payments in accordance with the Service Level Agreement and subject to availability of funds Authority to acquit grant funds on behalf of MUH Authority to accept and sign Pricing/Rebate Agreements where there is no commitment for minimum spend *Total spend value related to the agreement may be above the individual delegation however individual POs and invoices must be authorised in line with Delegation of Authority limits 3.2 Health Fund contracts Authority to negotiate rates with health funds on behalf of MUH December of 22

13 Schedule 3. General Financial Delegations Authority to approve new and or revised health fund contracts on behalf of MUH 3.3 Debtors Adjustments Bad Debt Write Offs Up to Up to $5,000 per write off event and no more than $50,000 per annum Up to $250,000 per annum More than $250,000 per annum Quarterly reporting to Board on bad debt write offs Adjustments and Discounts (incorrect raising of invoices, doctor discounts) Up to $10,000 per adjustment event and $50,000 per annum in aggregate Greater than $10,000 and up to $250,000 per annum Periodic reporting to Board on adjustments and discounts 3.4 Cheque signatories Manually signed cheques up Printed cheques 3.5 EFT signatories (Online Banking) December of 22

14 Schedule 3. General Financial Delegations Online EFT Approval Two signatories to approve MWL ONLY* *MWL as a backup only December of 22

15 Schedule 4. Human Resources 4.1 Attendance records Approve attendance records for Staff ALL Approve amendments to attendance record ALL 4.2 Fortnightly Payroll Review and Approval Payroll submission 4.3 Recruitment & Selection Creation of and approval for the filling of positions additional to existing staff establishment in accordance with approved budget Approval of the permanent filling of vacant existing staff establishment positions accounted for in budget Determination of EA, level and salary within the policies of MUH Authorise external on advertising for recruitment of staff to approved positions within the funded establishment Review details of recommended applicant assessing outcome of children checks and criminal record(s) Approval of a candidate without an FPES match Approval of engagement of temporary assistance for defined periods and for defined tasks MF ONLY December of 22

16 Schedule 4. Human Resources Appointment to vacant funded position without advertisement 4.4 Remuneration review Salary review for CEO Salary review for Executive positions With Board Approval Salary review for clinical and general staff positions with Budget Approval of higher duties allowances for staff 4.5 Resignation Authority to accept written notification of resignation for direct report Authority to undertake exit interview with employee (Chair, for CEO) ALL ALL Authority to rescind accepted resignations 4.6 Leave December of 22

17 Schedule 4. Human Resources Paid leave (including recreational, compassionate, maternity, conference, study, military, trade union, SES, repatriation, personal carers/family & community service): Authority to approve leave without pay for general and clinical staff Authority to approve paid leave in accordance with enterprise agreement Authority to direct staff to proceed on leave in accordance with FWA NES, EA and policy Authority to direct executive staff (direct reports) to proceed on leave and or buy out leave credits 4.7 Allowances and Overtime Authority to approve (in advance) overtime to be taken as time in lieu in accordance with enterprise agreement and MUH policy ALL ALL ALL Approval of overtime for staff ALL 4.8 Hours Authorise variation of working hours on an ongoing basis ALL 4.9 Staff Conduct & Performance December of 22

18 Schedule 4. Human Resources Authority to manage any matters that relate to unsatisfactory professional or personal conduct by the CEO Authority to manage any matters that relate to unsatisfactory professional or personal conduct by executive staff Authority to stand-down or suspend a member of staff pending investigation of conduct related matters Authority to manage any matters that relate to unsatisfactory professional or personal conduct of staff (other than CEO, CFO, DCS) ALL Authority to conduct appraisal of the performance of the CEO Authority to conduct appraisal of the performance of executive staff Authority to conduct appraisal of the performance of staff ALL Authority to award bonus to CEO and direct reports in-line with contract and achievement of KPIs Authority to award bonuses to other staff on achievement of KPIs December of 22

19 Schedule 4. Human Resources Authority to award bonus to executive staff inline with contract and achievement of KPIs (excluding direct reports) Authority to set and award remuneration changes and bonus levels for salaried staff (direct reports to be approved by CEO) 4.11 Termination Authority to terminate the services of a staff member Termination payout to be in line with delegation of authority Board Approval Schedule 5. Training & Travel 5.1 Overseas Travel Approve overseas travel for CEO and direct reports Chairman Approve overseas travel for staff (excluding direct reports) 5.2 Conferences, Courses, Off-site work visits Including domestic travel & overnight stays as well as payment and adjustment of allowances December of 22

20 5.2.1 Approve conference/course expenditure other than approved leave entitlements for CEO Approve conference/course expenditure other than approved leave entitlements for Executive staff Approve conference/course expenditure other than approved leave entitlements for staff Up to $5,000 Chairman Over $5,000 (subject to other delegation limits) MF, FM, STS, MWL, DIT,DOP, HSM, Over $20, In-house training Approve expenditure on in-house training staff 5.4 Reward & Recognition (within budget allocation) Authority to distribute recognition & reward prizes up to $100 per prize ALL Authority to distribute recognition & reward prizes up to $500 per prize December of 22

21 Schedule 6. Non-Financial Delegations 6.1 Delegations Approve additions, deletions and alterations to the MUH delegations manual. 6.2 Records Management Authority to dispose of records in accordance with the State Records Act Authority to archive records in accordance with the State Records Act 6.3 Information Systems Approve network access Approve software applications on the corporate network Approve Internet Access ALL Approve external connections to the corporate network Approve and or restrict access to files & records Approve access to clinical information systems ALL Approve access to management information systems Implemement Business Continuity Plan in event of disaster 6.4 Legal Authority to seek legal advice DIT ONLY DIT ONLY DIT ONLY DIT ONLY DIT ONLY DIT ONLY Authority to coordinate responses to subpoenas December of 22

22 Schedule 6. Non-Financial Delegations Authority to determine whether legal advice should be sought in relation to terms and conditions for supply goods and services. 6.5 Media Approval of media statements or releases in relation to MUH activities Determination of hospital spokesperson depending on nature of the issue 6.6 Freedom of Information Refer to Legal Counsel, Macquarie University (Freedom of Information s18.1 l) 6.7 Use of Official Resources Approval of use of official resources for non-official purposes (eg to aid charitable event or for non-commercial use) 6.8 Act for Chief Executive Officer as required Perform functions of CEO as required in line with this manual December of 22