RACP FINANCIAL DELEGATION SCHEDULE Author(s): Director of Finance and Commercial Services Department: Finance Owner: Director of Finance and Commercial Services Approved By: Finance and Risk Management Committee Effective Date: 11 September 2018 Next Review Date: Ongoing The Finance and Risk Management Committee has been delegated by the Board of The Royal Australasian College of Physicians (RACP) to approve Financial Delegations for the RACP. This document is effective from 11 September 2018 until further notice. This document supersedes the Financial Delegation Schedule approved on 31 July 2018. The denoted currency is AU$ other than for the New Zealand office which is denoted in NZ$. The values exclude applicable GST. Definitions of acronyms ATO CEO OTP RHCE SEG SEO SLG Australian Tax Office Chief Executive Officer Overseas Trained Physicians Rural Health Continuing Education Senior Executive Group Senior Executive Officer Senior Leadership Group
Delegation Principles 1. Delegations are authorised to a role and not an individual. Therefore, if someone is acting in that role they obtain the delegation approval levels of that role. 2. Delegations relate to the approved Annual Budget only. Costs proposed that are not in the approved Budget are to be submitted to the CEO for approval. This may require the proposed costs to be approved by the Finance and Risk Management Committee. 3. If there is no one acting in a role due to leave, sickness, or recruitment, then the delegation authority proceeds upwards to the role s immediate superior and not downwards to the role s direct reports. 4. Delegation approval relates only to the activity authorised for that role. 5. Expense claims by Fellows that comply with the reimbursement policies in the Travel and Expense & Credit Card Policies can be approved for payment by staff at the appropriate SEO level. 6. Expense claims by staff that comply with the reimbursement policies in the Travel and Expense & Credit Card Policies can be approved for payment by the staff member s immediate SLG/SEG direct line manager. 7. Authorisation of refunds and credits can be authorised by the approving manager provided the request for a refund/credit complies with the Policies relevant to the original including any cut off dates. Any requests received that do not comply with the relevant Policy including exceeding the cut-off date are passed to the Honorary Treasurer for their consideration and approval. Recommendations vs Approvals There will be times when a delegated role will request a direct report to review and check expenditure invoiced by a supplier. The direct report will be asked to sign the document that they have verified the appropriateness and value of the expenditure and are recommending that the expense be approved. Note that by signing the document this is not the delegated approval as this rests with the delegated role whose signature is required to activate approval. Company Seal If the Company Seal requires to be affixed to any document, it must be witnessed by two Directors or one Director and the Company Secretary. The Company Seal and the Seal Register are kept by the Company Secretary. Delegations Reserved for the Board including Board Committees There are some activities of the College that the Board has retained the right of approval or has delegated this to a Sub-Committee of the Board. The delegations reserved for the Board or Board Sub-Committee are: Planning Corporate Strategic Plan (Board) Annual Operating Business Plan (Board) Annual Subscription Fee rates (Board) Annual Subscription Fee exemption criteria and rates (Board) Application to Fellowship fee rates (Board) Training and associated fee rates (Board) Written exam and associated fee rates (Board) Clinical exam and associated fee rates (Board) OTP assessment fees (Board) Page 2 of 17
Office Holders travel and general expenses Directors and Office Holders domestic non-board and College Body meeting travel and expenses (Honorary Treasurer/Finance and Risk Management Committee on behalf of the Board) Directors and Office Holders Board and College Committee meeting travel and expenses (relevant SLG member) Directors international travel (per the College Office Holders Travel and Expense Policy) CEO international travel and general expenses (President) Office Holder international travel (per the College Office Holder Travel and Expense Policy) RACP Foundation Annual Fellow/trainee member voluntary donations (Board) RACP Foundation annual grant funding (Finance and Risk Management Committee) RACP Foundation donor funds matching (Australia Grants Advisory Committee) RACP Foundation donor funds matching New Zealand (New Zealand Grants Advisory Committee) RACP Foundation individual grant funding (Australia Grants Advisory Committee) RACP Foundation individual grant funding New Zealand (New Zealand Grants Advisory Committee) RACP Foundation grant awards (Grants Advisory Committee) To give effect to decisions of the Finance and Risk Management Committee, the Australia Grants Advisory Committee and/or the New Zealand Grants Advisory Committee, the Finance and Risk Management Committee has authorised the following: - i). the Dean of the College to undertake the administrative and implementation aspects of award payments to recipients of up to $100,000 from endowment funds in accordance with the schedule of individual awards approved and under the delegation of the Australia Grants Advisory Committee and the New Zealand Grants Advisory Committee, or other Division, Faculty, Chapter or Regional Council/Committee; and ii). the Operations Manager, Office of the Dean to undertake the administrative and implementation aspects of award payments to recipients of up to $50,000 from endowment funds in accordance with the schedule of individual awards approved and under the delegation of the Australia Grants Advisory Committee and the New Zealand Grants Advisory Committee, or other Division, Faculty, Chapter or Regional Council/Committee; and iii). the Manager RACP Foundation to undertake the administrative and implementation aspects of award payments (including awards involving benefits) to recipients of up to $5000 from endowment funds in accordance with the schedule of individual awards approved and under the delegation of the Australia Grants Advisory Committee, New Zealand Grants Advisory Committee or other Division, Faculty, Chapter or Regional Council/Committee. Contracts Contracts where total commitment over the life of the contract is $1m and above (Board) Commercial contracts relating to Congress and ASM s apart for venue hire (Finance and Risk Management Committee) Congress & ASM registration fees Setting fees as part of Congress/ASM budget (Fellowship Committee) Capital Expenditure Authorise individual Capital Expenditure requests above $50,000 that are not included in the approved CAPEX Plan for the year (Finance and Risk Management Committee) Page 3 of 17
Risk Annual insurance renewal (Finance and Risk Management Committee) Investment Strategy (Finance and Risk Management Committee) Salaries Setting CEO salary package (Remuneration Committee) Page 4 of 17
Honorary Treasurer or Delegate Delegation Schedule for the Honorary Treasurer Delegate to be nominated by the Honorary Treasurer in his or her absence and should be a Board Director Member of the Finance and Risk Management Committee. Fees and Prices Approve classification of Fellow subscription requests e.g. Retired, Overseas, Honorary (Hon) Fellow Approve individual discount/exemption rates for Fellows and/or trainees on application Purchasing expenditure Approve non Board and/or College Committee meeting domestic travel, accommodation and expenses for all Directors Approve site payment invoices specifically for the government funded programs such as STP programme for amounts greater than $500,000 per invoice Approve credit card purchases for the President and President-Elect. Approve expense claims from Board Directors not relating to scheduled Board and/or College Body meetings Approve write off of outstanding amounts related to subscriptions and fees Approve the attendance at external Conferences/Seminars/ASM s/workshops for all Directors of the Board plus College Office Holders. Note request by the Honorary Treasurer to attend an external Conference etc. will be reviewed by the Board Bank Accounts Approve the opening and/or closing of all College Bank Accounts Page 5 of 17
Delegation schedule for Chief Executive Officer Approving Commercial prices set for the following:- Advertising rates (online and hard copy) Public Policy lectures Provision of College facilities, including rent for 149 Macquarie Street Publication Subscriptions Merchandising Lecture Series Use of RACP facilities Purchasing Expenditure Approve all College operating expenditure less than $500,000 per Approve site payment invoices related to government funded programs (STP, PICS RSL etc) to $500,000 per invoice Approve all CAPEX invoices to $200,000 per item Approve non-budgeted CAPEX requests to $50,000 per item Approve up to $250,000 per financial year of operating expenditure in excess of budget Approve the holding of international alumni functions. Approve Director expense claims related to scheduled Board and/or College Body meetings Staffing recruitment and salaries Recruit staff to SLG level (Board input sought for SLG level recruitment) Approve increases in salary rates and staff promotions (individual and College wide) Approve annual salary packages Sign staff annual Remuneration letters Approve redundancy packages Sign staff probation letters Sign staff contract offer letters Approve Staff Study Assistance for University Courses Travel, accommodation, entertainment Approve staff travel Approved to undertake Australian and New Zealand travel for official RACP business as required Approve staff expense claims Commercial contracts The Chief Executive Officer (CEO) of the RACP is authorised to : sign all contracts where total expenditure over the life of the contract is no more than $1,000,000 per contract sign Deed of variation to contracts related to Commonwealth Department of Health funding for Specialist Training and related programs. sign Congress/ASM venue contracts (limited to total value per contract of $1m) Approve hiring of consultants and contractors contracts (limited to total value per contract of $1m) Page 6 of 17
The CEO delegates the signing of specific one-off contracts or quotes to Management where the liability risk to the College is low. These include: Events and Meeting hospitality up to delegated level 1, 2 Catering up to delegated level 1,2,3 Hire of external meeting rooms up to delegated level 1,2,3 Equipment rental (does not include utilities) up to delegated level Building repairs and maintenance up to delegated level 1,2,45 Building services up to delegated level 2,5 Building repairs and maintenance up to delegated level 2,5,6 Work Orders 7 with RACP approved suppliers relating to the operational activities of the area up to delegated level 8 Risk Cheque and bank signatory (Aust & NZ) Approve the settlement of legal disputes made against the College on appropriate terms having received appropriate legal advice, to a maximum of $100,000 in each case A legal dispute includes any dispute in which legal action has been threatened or commenced against the College. The CEO is to report any such settlement to the next Board meeting occurring after the dispute is settled. Refunds, Credits, Exemptions, Write Offs Approve Fellow & trainee credit notes and refunds to $40,000 per Approve Debtor credit notes to $40,000 per Approve write offs and disposal of fixed assets to $25,000 per item Approve exemptions to Commercial prices and Lecture prices (OTP assessment fees are deemed to be a commercial price) Delegations The Chief Executive Officer may exercise any and all of the authorities delegated to staff of the College under this document. 1 Director of Operations and/or Director of Members Services 2 Director of Finance and Commercial Services 3 Business Operations Manager (Member Services) 4 State Mangers, New Zealand Manger (Member Service) 5 Commercial Services Manager 6 Facilities Manager 7 Work Order is a contract that is ancillary to the principal contract. 8 All Senior Leadership Group (Director Level Staff) Page 7 of 17
Delegated Authority of Directors of Departments/Senior Leadership Group General Delegation for Directors of Departments Approve College operating expenditure to $30,000 per Approve staff recruitment to People Manager level for the Directors area of responsibility Approve travel for employees and contractors related the Directors area of responsibility related to the Directors area of responsibility Cheque and bank signatory (Aus. and NZ) Sign staff annual Remuneration letters Specific Delegations in addition to the above Director of Finance and Commercial Services Purchasing Expenditure Approve College operating expenditure to $100,000 per Approve site payment invoices specifically for the STP & related programs to $100,000 per invoice Approve budgeted CAPEX invoices to $50,000 per item Approve non-budgeted CAPEX invoices to $10,000 per item Approve staff expense claims Approve Director expense claims related to scheduled Board and/or College Body meetings Approve building services contracts (e.g. utilities, cleaning) to $20,000 per annum Cash/banking Approve rollover of term deposits and bank bills Approve opening of corporate credit card for individual staff Approve payments to RACP Foundation award recipients as per authorised schedule Investments Maintain the investment portfolio as instructed by the Finance and Risk Management Committee Authorised to direct College Investment Advisors and Bankers to exit, or acquire, a investment if considered prudent, and if a decision is required to be made quickly to preserve value or maintain income, upon consultation with, and the agreement of the Honorary Treasurer, such decisions to be in line with the College s Investment Policy. Risk Sign all ATO/IRD returns on behalf of the College Approve Fellow & trainee credit notes and refunds to $10,000 per. Approve debtor Credit Notes to $10,000 per Approve amendment of client category on the College Administration Systems Approve write off of College bad debts in conjunction with the Honorary Treasurer to a maximum of $20,000 per debtor Page 8 of 17
Director, Operations Sign staff probation letters staff to SEG level Sign staff contract offer letters to SEG level Staff Study Assistance other than University courses Dean Approve credit notes and refunds for Fellow training events to $5,000 per Approve RHCE Programme Management Unit expenditure to $10,000 per Director of Education Learning and Assessment Approve trainee credit notes and refunds to $5,000 per Director of Member Services Approve trainee credit notes and refunds to $5,000 per Approve Fellow credit notes and refunds to $5,000 per Approve operating expenditure related to the RACP Congress and other Fellowship Relations managed events to the value of $30,000 per Director of Development No additional delegations Director of Policy and Advocacy No additional delegations Page 9 of 17
Delegation Schedule Office of the Chief Executive Officer General Counsel Approve operating expenditure related to the work of the General Counsel & Board to the value of $10,000 per. Approve Director travel related to scheduled Board and/or College Body meetings, in accordance with the College Travel Policy and College Office Holder Travel and Expense Allowances Policy Company Secretary Approve Director travel related to scheduled Board and/or College Body meetings, in accordance with the College Travel Policy and College Office Holder Travel and Expense Allowances Policy Approve the opening and/or closing of all College Bank Accounts Page 10 of 17
Delegation Schedule for Finance and Commercial Services Financial Controller Approve operating expenditure related to the work of the Finance function to $10,000 per Verify site payment schedules specifically for the STP programme Cheque and bank signatory Commercial Services Manager Approve operating expenditure related to the work of the Buildings & Facilities Function (Australia and New Zealand) up to $10,000 per Approve building services contracts (e.g. utilities, cleaning) to $10,000 per annum Cheque and bank signatory Facilities Manager Approve College buildings repair and maintenance expenditure to $5,000 per Approve purchase of supplies relating to Facilities to $5,000 per Specialist Training Programme (STP) Manager Approve operating expenditure related to the work of the STP Programme to $5,000 per Page 11 of 17
Delegation Schedule for Operations Manager, Strategic Coordination Unit Approve operating expenditure related to the work of the Strategic Coordination function to $5,000 per Risk Manager Approve operating expenditure related to the work of the Risk function to $5,000 per Manager Human Resources Approve operating expenditure related to the work of the Risk function to $5,000 per General Manger IT Approve IT operating expenditure to $10,000 per Manager, Hardware and Support Approve operating expenditure related to the work of the Information Technology function to $5,000 per Manager, Business Systems Approve operating expenditure related to the work of the Information Technology function to $5,000 per Manager, IT Project Management Office Approve operating expenditure related to the work of the Information Technology function to $5,000 per Conference and Events Manager Approve operating expenditure related to the work of the Events function to the value of $5,000 per Approve hire of casual staff with endorsement by the Manager Human Resources or Director of Operations Manager, Digital Products Approve operating expenditure related to the work of Digital Products to $5,000 per Communications Manager Approve operating expenditure related to the work of the Communication function to the value of $10,000 per Page 12 of 17
Delegation Schedule for Policy and Advocacy General Manager, Policy and Advocacy Approve operating expenditure related to the work of Policy and Advocacy functions to $10,000 per Approve travel for Fellows, employees and contractors related to the work of Policy and Advocacy Manager, Policy and Advocacy Approve operating expenditure related to the work of their area of responsibility to the value of $5,000 per Policy Liaison and Quality Manager Approve operating expenditure related to the work of their area of responsibility to the value of $5,000 per Page 13 of 17
Delegation Schedule for Education Learning and Assessment General Manager, Education Services Learning and Assessment Approve College operating expenditure related to the work of their area of responsibility $10,000 per Approve trainee credit notes and refunds to $5,000 per Approve travel for Fellows, employees and contractors related to the work of their area of responsibility Approve direct line staff expense claims General Manager, Projects and Business Operations Approve operating expenditure related to the work of their area of responsibility to $10,000 per Approve travel for Fellows, employees and contractors related to the work of Education Services Manager, Training Operations Approve operating expenditure related to the work of their area of responsibility to $5,000 per Approve trainee credit notes and refunds to $5,000 per Manager, Training Support Approve operating expenditure related to the work of their area of responsibility to $5,000 per Manager, Assessment and Selection Approve operating expenditure related to the work of their area of responsibility to $5,000 per Approve trainee credit notes and refunds to $5,000 per Program Manager, Education Renewal Projects Approve operating expenditure related to the work of their area of responsibility to $5,000 per Senior Executive Officers (within Education Services) Approve operating expenditure related to the work of their area of responsibility to $2,000 per Page 14 of 17
Delegation Schedule for the Office of the Dean Operations Manager, Office of the Dean Approve operating expenditure related to Office of the Dean Operations to $10,000 per Approve Podcast and CPD related supply contracts to $10,000 per annum Approve credit notes and refunds for Fellow training events to $5,000 per Manager, Member Learning & Development Approve operating expenditure related to the work of the Member Learning and Development function to $5,000 per Approve credit notes and refunds for Fellow training events to $5,000 per Manager, Compliance Approve operating expenditure related to the work of the Compliance function to $5,000 per SEO CPD Approve operating expenditure related to the work of the CPD function to $2,000 per SEO Overseas Trained Physicians (OTP) Approve operating expenditure related to the work of the OTP function to $2,000 per SEO Continuous Learning Approve operating expenditure related to the work of the Continuous Learning function to $2,000 per SEO, Digital Learning Approve operating expenditure related to the work of the Digital Learning function to $2,000 per SEO RACP Foundation Approve operating expenditure related to the work of RACP Foundation Research and Awards up to $5,000 per Program Manager, Support for Rural Specialists in Australia (SRSA) Approve operating expenditure related to the work of the SRSA function up to $5,000 per Page 15 of 17
Delegation Schedule for Member Services Business Operations Manager Approve operating expenditure related to Member Services Operations to $10,000 per Approve operating expenditure related to the RACP Congress and other Member Services managed events to the value of $10,000 per Hire of external meeting rooms up to delegated level Manager, Divisions, Faculties and Chapters Approve operating expenditure related to Divisions, Faculties and Chapters up to $10,000 per Member Services Manager Approve operating expenditure related to Membership Services to $10,000 per SEO Adult Medicine Division Approve operating expenditure related to the work of the Adult Medicine Division to $5,000 per SEO Division of Paediatrics & Child Health Approve operating expenditure related to the work of the Paediatrics and Child Health Division to $5,000 per Manager, Regions Approve operating expenditure related to all the Australian state offices to $10,000 per Manager, Faculties Approve operating expenditure related to all the work of faculties to $5,000 per Australian Regional SEOs Approve operating expenditure related to the relevant Australian state office to $5,000 per Approve emergency building repairs and maintenance to the relevant Australian state office to $2,000 per (excluding NSW) Page 16 of 17
Delegation Schedule for New Zealand Manager, Member Services New Zealand Approve operating expenditure related to the operation of the New Zealand office to $20,000 per Approve emergency building repairs & maintenance to $5,000 per New Zealand cheque and bank signatory Approve Fellow credit notes and refunds to $1,500 per Approve NZ managers payroll payment (jointly with Director of Finance and Commercial Services) Manager, Trainee Education New Zealand Approve operating expenditure related to the work of the site accreditation, examinations and training support functions to $5,000 per Approve management of clinical examination expenses in New Zealand to $10,000 per Approve supplier invoices from hospitals for the hire of Clinical Exam venues to $10,000 per Approve Trainee credit notes and refunds to $5,000 per New Zealand cheque and bank signatory SEO Trainee Education Approve operating expenditure related to operations of the New Zealand office to $3,000 per Senior Technology Officer Approve operating expenditure related to the work of the New Zealand IT function to $2,000 per Page 17 of 17