Staff Requisition Procedures Central Departments

STAFF REQUISITION PROCEDURES CENTRAL DEPARTMENTS

 

 

The objective of these procedures is to ensure the University is not subject to material staff overspends (defined as a variance of £10,000 on revised annual budget or 5% of revised annual budget) but equally to ensure an efficient process of staff appointments.

 

It must be stressed that the budget holder is at all times responsible and accountable for budget monitoring and control.

 

 

Temporary staff requests which, by definition, are for 12 weeks or less (Yellow Recruitment Form) DO NOT require a budget reconciliation statement if the commitment to the University is less than £5,000.

 

This, however, will be overridden if a "warning statement" has been lodged with the Himan Resources Department by the Director of Finance (see below).

 

 

 

If the replacement is at a similar grade or lower or does not commit the University to an additional annual cost of over £1,000, then no budget reconciliation statement is required.

 

 

A request for an additional post(s) must be lodged with a costing of the effect on the budget holder's estimated outturn at the end of the current financial year.

 

The Staff Appointments : Forecast and Budget Reconciliation Form (held on the Finance Department Intranet page - Finance Policies and Procedures Section) must be completed and signed by the budget holder.

 

The Form shows actual expenditure on staff per Prophecy at the end of the latest month (A) and adds the estimated cost of staff for the remainder of the year (E) to give the forecast of the annual spend (F). This is then compared to the Court approved budget, plus virements, plus recruitment holdback release to give a revised budget.

 

The forecast annual spend (F) should not exceed the revised budget allocation to allow the additional post request to proceed, but reasons for an exception to this scenario will be considered.