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SGUL operates a system of delegated authorisation to staff in Institutes, Divisions and Centres. Delegated authorisation limits shall apply to all activity committing SGUL to either spending of funds or delivering a service (see Appendix A for a list of contract activities) with staff approving expenditure over which they have budgetary control These limits should apply to contracts being entered into on SGUL’s behalf (the total value of the contract) as well as individual purchases. All purchases or contracts with a value over £50k should be subject to a tender process (as defined by Procurement). No purchase can be self-approved.

A list of delegation limits.
   Limits
 Council Over £1m 
 Finance Committee  Up to £1m
 Principal  Up to £500k
 Director of Finance, Chief Operating Officer or Deputy Principal  Up to £200k
 Deans, Institute or Professional Services Directors  Up to £50k
 Head of Operations, Deputy Director of Finance  Up to £25k
 Cost Centre Managers  Up to £10k
 Budget Holder  Up to £2k

For Estates expenditure, the overall project budget will be approved as part of the annual budget cycle, with more detailed project budgets agreed when the project commences by Space Strategy Committee. Within projects, if the spend is undertaken with a preferred supplier and a tender undertaken, then the following limits apply

A list of delegation limits for estates expenditure.
   Limits
 Director of Finance, Chief Operating Officer or Deputy Principal Over £1m 
 Director of Estates Up to £1m 
 Estates Manager Up to £200k 
 Assistant Director of Estates  Up to £100k 
 Facilities Manager, Sports and Residential Manager  Up to £25k

For research applications and contracts different limits apply as below.

A list of delegation limits for research applications and contracts
   Limits
 Director of Finance, Chief Operating Officer or Deputy Principal Over £1m 
 Director of Joint Research and Enterprise Services  Up to £1m
 Head of Research Funding / Head of Enterprise and Innovation Up to £250k 
 Head of Research Governance and Delivery (academically led CTAs only) Up to £250k 

For expenses, lower limits will be designated. All expenses will be authorised by an approver at a higher level.

A list of delegation limits for expenses.
   Limits
 Director of Finance, Chief Operating Officer or Deputy Principal Over £5,000 
 Deans, Institute or Professional Services Directors Up to £5,000 
 Head of Operations , Deputy Director of Finance Up to £2,500 
 Cost Centre Managers Up to £1,250 
 Budget Holder Up to £500 

Appendix 1 - Contract Activities

Delegated authorisation limits shall apply to all activity committing SGUL to either spending of funds or delivery of a service. A sample of the types of activities is listed below. This list is not exhaustive and advice should be taken from either Finance or GLAS if any ambiguity arises.

  • Contracts for the supply/provision of goods and/or services (either by SGUL of by a third party)
  • Purchase of all goods/equipment (including hardware and software)
  • Software/database licences or other IT agreements
  • Equipment leases
  • Purchase of services
  • Memorandum of Understanding
  • Collaboration/co-operation agreements
  • Partnership agreements
  • Unit/team transfer arrangements
  • Any estates-related contract or deed (including without limitation any lease or licence), irrespective of any rent-free period
  • Any consultancy arrangement (whether formal or otherwise)
  • Any research contract (or other research-related document where any formal commitment is made)
  • Any contract or other document relating to student placement or financial arrangements (including stipends, studentship, inter-collegiate fees, sponsorship etc)
  • Staff secondments either to or from SGUL
  • Any other arrangement with a third party.

 

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