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The Director of Finance is responsible for making all payments due by the University and must approve all payment procedures.

Likewise no capital expenditure, pment, may be incurred unless provision is included in a Capital Expenditure or Equipment Budget approved by the Council.

E 2.2 A Head of Department may incur revenue expenditure within the approved budget providing that the expenditure is made in accordance with Financial Regulations and Procedures.

E 2.3 Decisions to employ academic and academic related staff, including the re filling of a post, even where covered by a budget, must be approved by Executive, except where the post is externally funded. For Administration Departments, other appointments must be approved by the Director of Human Resources.

Changes to structure or grades should always be approved by the Director of Human Resources.

E 4 Procurement Acquiring Goods and Services

E 4.1 Procurement Policy

E 4.1 Procurement (the acquisition of all goods and services) for the University of Bath should always be undertaken with the objective of securing optimum Value for Money (VfM). Heads of Departments are responsible for ensuring that all purchasing activities are operated in accordance with the University’s Procurement Policy, as set out in Policy UP3.

E 6 Salaries, Wages and Fee Payments

E 6.1 Director of Human Resources

The Director of Human Resources is responsible for the maintenance of Human Resources records and for determining the contractual arrangements relating to the payments of salaries, wages and other emoluments.

E 6.2 The Director of Human Resources is responsible for issuing all contracts of employment and contracts for services. A contract should be set up by the Human Resources Department before any work is performed. Departments should not contract with individuals.

E 6.3 The Director of Human Resources is also responsible for ensuring that people are paid through the University payroll with tax deducted,
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except where satisfied that a contract of employment does not exist.

The Director of Finance is responsible for making such payments and for the maintenance of the related records, including those of a statutory nature.

E 6.5 Terms and Conditions of Employment

The University Council approves the standard contractual arrangements relating to all categories of staff within the University and provision is made within the arrangements for all matters affecting gross payment to the employee.

All contracts of employment and contracts for services shall be concluded in accordance with the University’s approved Human Resources practices and procedures and all offers of employment with the University shall be made in writing by the Director of Human Resources. Heads of Departments should ensure that the Director of Human Resources is provided promptly with all information they may require in connection with the appointment, resignation or dismissal of employees.

E 6.7 Payment of Wages, Salaries and other Remuneration

Except where specifically directed by the Director of Human Resources, all payments of wages, salaries or other emoluments of University office or employment shall be made through the University payroll.

E 6.8 Payment of fees and expenses

Reimbursement of travel and subsistence expenses will be made through the Payments Section of the Finance Office. Claims will not be reimbursed if submitted more than six months after the date of travel. All other payments of fees and expenses to staff and others outside the University will normally be made by the Payroll Office.

Where advances are made to members of staff for reasons of foreign travel, these advances should be accounted for within one week of the return to the University. Further advances will not be made to members of staff who have previous advance accounts outstanding.

The eligibility of staff for membership of the University’s Superannuation Scheme (USS) or the Local Government Pension Scheme will be detailed in individual contracts of employment.

The Director of Finance is responsible for undertaking the Council’s role as employer in relation to all superannuation matters.

Responsibility for accounting for PAYE, NIC and any other taxes, and for making all statutory returns, rests with the Director of Finance. Where payments for services rendered are made to individuals not employed by the University, the Director of Finance is responsible for maintaining any records required by the HM Revenue and Customs for tax purposes.
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