ANNEX 1 Summary of Financial Authorisation and Responsibilities Delegated Duty Value of the purchase/ contract Delegated Authority* ‘and’ = requires joint approval Method/Comment Over-riding Requirement for Academy with in-year Deficit Budget (Board approved or incurred) Other over-riding Requirement Purchasing/Ordering Goods and Services (raising requisitions) not including lease agreements or local authority purchases Less than £5,000 Budget Holder or CFO singularly Selection from previously used or approved suppliers No purchases of any value should be made by an Academy where Central Services purchase and coordinate these, as detailed under the CFO purchasing/contract coordination list. Such purchases will be co-ordinated by the CFO. Between £5,000 and up to £30,000 Budget holder plus Principal or School Operations Manager/Business Manager or CFO singularly Minimum of three quotes unless agreed not appropriate by the CFO With the Approval of the CEO/EP or CFO Over £30,000 to £50,000 Academy Principal and School Operations Manager/ Business Manager or CFO singularly Formal tendering, Procurement Framework Agreement or Formal EU Tender Process With the Approval of the CEO/EP or CFO Over £50,000 to £80,000 CEO/EP or CFO Formal tendering, Procurement Framework Agreement or Formal EU Tender Process With the Approval of the CEO/EP or CFO
Over £80,000 F&A Committee Formal tendering, Procurement Framework Agreement or Formal EU Tender Process F&A Committee Local Authority contracts Less than £5,000 As above for thresholds of approval Signatories for bank accounts, cheques, BACS payment authorisations and other bank transfers Any Value providing prior purchasing limit authorisations have been gained CEO/EP, CFO Principal or SLT member (not the School Operations Manager/ Business Manager) Authorisation must include signatories from any two members of SLT Academy Staff appointments and changes to pay band or allowances External advertisement of a post New Post Changes to pay band or allowance(s) not forming part of Performance Management process Prior approval by the CEO/EP CEO/EP
Other appointments Academy Principal or School Operations Manager/Business Manager CEO/EP Appointment of staff, excluding the CEO/EP ALL CEO/EP Periodically certifying the Establishment/ Academy Staff Record ALL Academy Principal other than Cross-MAT appointments which will be by the CEO/EP or CFO As a minimum these will be prior to the capture of staffing data as part of Board Meeting financial forecasts process Authorising time records and overtime claims. ALL Academy Principal and School Operations or CFO, other than Cross-MAT appointments which will be by the CEO/EP or CFO Signatories for DfE grant claims and DfE returns Any Value CEO/EP or CFO
Disposal of assets but not including heritage assets Less than £3,000 Academy Principal or School Operations Manager/ Business Manager or CFO singularly Residual values should be recovered where it is economic to do so. The disposal of heritage assets is retained by the Board The disposal of heritage assets is retained by the Board Between £3,000 and up to £19,999 CEO/EP or CFO Residual values should be recovered Original purchase value £20,000 or higher Approval by the Board Residual values should be recovered Write-Offs and Liabilities, Entering Guarantees, Indemnities or Letters of Comfort Write-offs and Liabilities up to £1,000 Academy Principal or School Operations Manager/Business Manager Write-offs and Liabilities up to £4,999 CEO/EP or CFO