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Faculty of Science

Finance Administration

Use the non-order payment request (NOPR) form to request an advance, to substantiate an advance, to request a per diem allowance and/or a reimbursement. The form must be typed. Handwritten forms and corrections cannot be accepted as the University's financial system scanner cannot read handwriting.
Excel Workbook Calculation: Ensure automatic calculation is enabled before you start to complete the NOPR form.
 
Travel
Complete the Science Travel Pack (above).
Each Department has a designated Travel Booker/corporate cardholder.
Travel Policy/Procedure/Guideline and Schedules: www.mq.edu.au/policy/category.html#finance.
 
 
Information provided below this paragraph may be out of date. Faculty Administration will review and update this information soon (18/10/2013).
The financial procedures in the Faculty of Science are guided by the policies and procedures established by the Office of Financial Services (OFS). The following links provide information on such policies.
Financial Planning for Departments
OPERATING INCOME
 
The operating income for the Faculties and Departments is subject to the allocation of funds by the University.
 
The University uses its own Faculty Funding Model, which is outlined below:
 
The current Faculty Funding Model (FFM) has two components, a “Taught Load” (TL) component and a “Research Performance” (RPP) component.
 
The major parameters in the TL section of the model are:
a)      The value in dollars of the WEFTSL, (weighted equivalent full time student load).
b)      The funding pool available
c)      WEFTSL calculated from TL and HDR (Higher Degree by Research) completions
 In the Research Performance Pool (RPP) the major parameters are:
a)      The size of the pool of funds distributed.
b)      Weighted research publications as reported to HERDC (Higher Education Research Data Collection) , and
c)      External research income as reported to HERDC.
The sum to be distributed by the TL component and the sum to be distributed by the RPP are determined centrally. The central administration estimates the income to allow for a nominated level of growth in enrolments each year. The annual operating funding for the Faculty is received from OFS broken-up at Departmental level.
 
Taught Load (TL) Component:
 
The value of a WEFTSL is calculated by dividing the funding pool by the sum of all WEFTSL across all faculties. The calculated $ value of one WEFTSL can vary from year to year. The TL funding component is distributed from the funding pool on the basis of the WEFTSL reported against each department.
 
The weightings used are very close to the weightings used by the Commonwealth in distributing funds through the current Commonwealth Grants Scheme (CGS) and Higher Education Contribution Scheme (HECS) student contributions. The value of the WEFTSL makes no distinction between international students or domestic students. Students taking summer units are funded in the same way as those in regular semesters. 
 
These WEFTSL are calculated using enrolment data from the immediate past year and reviewed during the year at each census date.
 
HDR Load
 
HDR load is included in the TL component of the FFM. HDR load is allocated to Departments in Faculties whilst the HDR student is ‘in-time’ for completion.
 
HDR Completions Load
 
The TL model also has a component due to HDR completions. This provides financial incentive for Departments to follow through on the success of candidates after their enrolment. This component uses a weighted average which is time lagged. Completions data from 2008 and 2009 are used in the calculations for the 2011 budget.
 
The Research Performance Pool
 
The RPP has two components. One component is based on grant income averaged from HERDC data. Data for 2008 and 2009 was used in the calculations for the 2011 budget. The second component depends on the number of weighted research publications. Again, for the 2011 budget this is averaged from HERDC data for 2008 and 2009. For 2011’s budget 78% of the RPP funds were distributed based on grant income and 22% were distributed based on weighted publications.
 
The ‘relative funding’ approach
 
It should be noted that the University employs a ‘relative funding’ approach. This means that whilst a Faculty could achieve growth in total enrolments, if the other Faculties achieve even greater growth they will receive a higher proportion of the TL funding.
OPERATING COSTS
Operating budgets are developed in the Departments taking into account Departmental Plans which are framed against several key guides - including the Faculty Strategic Plan, budgeting parameters issued by the Office of Financial Services, the prevailing high level Research, and Learning & Teaching Plans of the University, information from MQ International regarding prospective overseas student enrolments.  
Departments will budget for:
·         Academic and Professional staff pay costs (ongoing, fixed term and casual appointments)
·         Consumables, services, equipment, travel, staff development costs, contractors, internal charges from other sections of the University needed to carry out teaching, maintenance, and research activities (research which is not covered by specific project funding).
Costs that Departments and Faculty do NOT have to fund :
Operating and Project account expenditure categories which are funded by central OFS funds are:-
·         Maternity Leave
·         Long Service Leave
·         2010 Enterprise Agreement sign-on bonus payment for Professional staff
 
Project Account Planning for Departments
Budgeting for externally funded projects is governed by the terms and conditions of individual funding schemes. Refer to relevant websites e.g. for National Competitive Grants Programs /ARC funds go to:
 
 
University Purchasing:
If purchasing assistance is required, please refer to the Administrative Officer in your Discipline. 
Asset Management
University policy regarding asset management is found here:
The University capitalises purchases with value >$5,000 in the balance sheet and applies depreciation over the usable life of the asset. Deliveries of all assets should be made to Faculty of Science Store in the first instance to ensure that identification codes (such as serial numbers) have been properly recorded.
As of 15 March, 2010, purchases exceeding $5,000 are processed by the Faculty Finance Officer. The only exceptions to this rule are blanket orders chemical and gases.
Each Discipline is responsible for maintaining an updated list of assets pertaining to their area of responsibility while Business Services maintains the accuracy of the data on the asset management system.
University Insurance:
Revenue Collection:
Finance Forms
A comprehensive list of OFS forms can be found at:
·         Financial delegation forms
·         Credit Card application forms
·         Systems access approval forms
·         University Purchasing forms (including banking authority, petty cash, trade creditor payment forms)
·         Insurance claim forms
·         Travel forms
·         Student Claim forms
Journal Approvals
General Journal forms can be found at
As of 7 April, 2010, all journals require approval of Faculty Finance Manager or Faculty General Manager prior to lodgement with OFS. In particular, any movement of funds away from operating accounts into project accounts will also require the approval from the relevant Head of Department.