FinanceApproval roles - guidance
Approval guides
The general responsibilities of approver are:
- Checking the correct sub project has been selected.
- Checking that the transaction is appropriate
- FMS will undertake a commitment check and confirm to the approver that the sub project contains sufficient funds. Should there be insufficient funds within the sub project, this may also have been flagged by the initiator of a transaction via a comment. The approver can reject the transaction back to the initiator with commentary to use an alternative sub project, or if they are aware that additional funds are in the process of being transferred into the sub project to meet any overspend, proceed to approve the transaction.
- Depending on the nature of the transaction and the type of sub project, further workflow approval may be required from Finance or another department for example, Safety Services for hazardous goods, Research Contracts for EC and KTP sub projects. See specific process guidance for further details.
- Approver should check the details of the requisition to verify the goods/service are being procured from an appropriate supplier and comply with procurement thresholds. If Single Source Justification or comparative quotations are required the approver should check that these have been attached to the requisition.
- An approver is not authorised to approve their own requisition (with the exception of Fast Track approvers for requisitions up to £1,000). These will automatically be directed to their FMS Supervisor.
- Once all approvals have been authorised an official purchase order, committing the University to spend is generated and forwarded to the supplier and copied to the requisitioner.
Training guide:
- Approver should check the details of the purchase card transaction including that the appropriate receipts have been attached?
- An approver is not authorised to approve their own purchase card transactions. These will automatically be directed to their FMS Supervisor
- Approver should check the details of the expense claim and ensure compliance with the Universities Expenses Policy.
- An approver is not authorised to approve their own Expenses. These will automatically be directed to their FMS Supervisor.
- Once all approval has been authorised the Expense claim will be paid.
Approver should check that the virement of funds or transfer of transactions between sub projects/activities/accounts are made appropriately.
Approving Journals and Virements (pdf) SharePoint (login required)