UiA has also developed their own internal main rules for the economy management at UiA, and follow local regulations and routines for some parts of the economy management.
UiA’s economy management
UiA’s economy management is based on the delegation of power and roles.
An overview of who has been assigned which authorisations and roles can be found in UiA's role database, accessible in the self-service portal in ServiceNow. The finance section is responsible for maintaining an up-to-date record of those delegated budgetary authority. The individual units are responsible for updating all other roles.
At UiA, there are 4 key defined roles:
Budgeting authority
The budget disposition authority is linked to the position of the university director. The university director has sub-delegated this authorisation to the administrative managers at the budget responsible areas. The budget responsible authorities cannot be delegated further.
Administrative managers who need to further-delegate their budget allocation to apply during their absence or to cover parts of the budget responsible activities must address this with the finance department.
All those who have been delegated the budget disposition authority have been notified in writing of this, with information on which areas the authority covers and of any special restrictions if any.
Attestation authority
Attestation authority certifies, if a certain transaction is in order. It is accepted that the journal applies to an expense that the unit will cover, and that the prices correspond to the framework agreements agreed upon, and to the established rules. For example: the salary level has been followed.
All expenses and income shall be controlled and attested to before any payment or invoicing takes place.
The person who has the attestation authority shall take care of the following:
- the goods and services are received in compliance with the order or the agreement.
- the prices, calculations and the conditions are correct.
- the documentation (bill) for the delivery is in accordance with the applied rules and regulations.
- that the accounting is correct (if necessary, record the posting of information, if this has not been done in a sufficient manner)
Order authorisation
Order authorisation is where, one orders, or buys good and services on behalf of the university, after the approval from the budget disposition authority.
All those, who have this authority have the responsibility of the following:
- To check if a need exists and if that need is related to the university.
- Be thorough with the rules that apply to state’s procurement policy and make sure they are being adhered to.
- Make sure that the correct names, addresses and references are provided, which means that both the goods and invoices are delivered in the right place.
- Posting in the order system (i.e. the applied account, budget unit, the project and the like)
- Check that there is no relationship between the person ordering and the supplier.
- Clarify if the services are regarded as a business income or a salary.
Good receipts role
A goods recipient is the entity, that opens the received shipment or follows up the service to be performed.
A good recipient has the responsibility:
- to check if all the packages received are correct, detect any damages if any.
- to check if the goods and services are in compliance with the order.
- to record any deviations and follow it up.
Contact
- ane.fiskebekk@uia.no
- Phone
- +47 38 14 15 15
- ingunn.galteland@uia.no
- Phone
- +47 38 14 10 16