|Approved by||Council, 13 October 2015|
|Date Policy Took Effect||14 October 2015|
|Last approved revision||29 July 2019|
|Sponsor||Chief Financial Officer|
|Responsible officer||Financial Controller|
To inform staff and other relevant individuals of the University's policy relating to sensitive expenditure.
This is a University-wide policy, covering all group entities that are wholly owned by the University. It shall apply to all University staff or individuals including the University's Council members and students, where they are incurring costs on the University's behalf.
Spending in research projects must comply with this policy and any additional more restrictive requirements contained in the funding contract, accompanying rules or legislation.
This policy should be read in conjunction with the University's Sensitive Expenditure Procedures and Guidelines.
Sensitive expenditure is:
- Expenditure by the University that provides, has the potential to provide, or has the perceived potential to provide a private benefit to an individual staff member, Council member or student of the University that is additional to the business benefit to the University.
- Expenditure by the University that could be considered unusual when the University's purpose and/or functions are considered.
1. Areas covered by this policy
- The following areas are considered to be potential areas of sensitive expenditure and are covered by this policy:
- Travel and accommodation expenditure
- Entertainment, hospitality and meals:
- Entertainment and hospitality expenditure with external parties
- Farewells and retirements
- Staff recognition, team building, retreats and Christmas functions
- Meals and alcohol
- Cafe meetings
- Recruitment dinners
- Gifts and donations:
- Koha and Pacific gifting
- Giving gifts
- Goods and services expenditure:
- Sale of surplus assets to staff
- Loyalty reward scheme benefits
- Private use of University assets
- Staff support and welfare expenditure:
- Clothing and grooming
- Care of dependants
- Miscellaneous staff support and welfare expenditure
2. Principles of this policy
- University expenditure should be:
- subject to the standards of probity and financial prudence that are to be expected of a public entity, and
- able to withstand public scrutiny.
- These standards apply the principles that expenditure decisions:
- have a justifiable business purpose
- preserve impartiality
- are made with integrity
- are moderate and conservative, having regard to the circumstances
- are made transparently, and
- are appropriate in all respects.
- These principles are to be applied as a set. None should be applied alone, and none should be treated as more important than another.
3. Compliance with this policy
- Transactions are approved in line with the approval processes described in the Sensitive Expenditure Procedure and Guidelines
- Transactions are monitored regularly by Financial Services Division for compliance with this policy.
- The Vice-Chancellor has the authority to disallow any expenditure considered to be unreasonable.
- Breaches of this policy will be reported to the Vice-Chancellor and may result in disciplinary action.
Related policies, procedures and forms
- Sensitive Expenditure Procedure and Guidelines
- Sensitive Expenditure video (please select the highest quality playback – in Settings – for this video)
- Financial Delegations Policy
- Conflicts of Interest
- Fraud Policy
- Koha Payments Policy and Procedure
- Pacific Gifting Policy, Procedure and Guidelines
- Protected Disclosures Policy
- Purchase Card Policy
- Purchase Card Procedure
- Acceptance of Gifts, Benefits and Gratuities
- Travel and Travel Related Costs Policy
- Travel Planning Procedure
- Fixed Assets Procedure
- Procurement Policy
- Procurement Procedure
- Event approval form (PDF)
- Gift approval form (PDF)
- Donation approval form (PDF)
- Sensitive Expenditure and Travel Policies Procedures overview (PDF)
Contact for further information
If you have any queries regarding the content of this policy or need further clarification, contact the: