Process Controls
The Departmental Administrator has overall responsibility for ensuring staff expense claims are in line with the University approved policy.
Identified below are the key financial controls that must be complied with.
- Ensuring that the need for expense, or advance, is bona fide and adequate funding is available.
- All claims are made on the University claim form, supported where appropriate with receipts, and appropriately authorized.
- Any taxable implications of payments to individuals are promptly advised to the Finance Division.
- Staff expenses and payments to individuals are reviewed monthly.
Segregation of duties
One of the key financial control principles to be adopted in all University finance processes is the need to ensure no single member of staff completes all stages of any particular process. This principle requires an adequate 'segregation of duties' when designing work flows. As an example in the Expenses process:
- Staff must not authorize their own claim forms or have their claims authorized by a close relative (section 4.2 of the University Expenses and Benefits Guide specifically applies).
For further advice on this subject please contact Financial Assurance Services.