Delegations Policy

COR351 V7

Timeframe for review:                 Every two (2) years, or earlier if required

Document authorisation:            ACEM Board

Document implementation:        Chief Executive Officer / Executive Directors

Document maintenance:             Chief Financial Officer

Copyright

2025. Australasian College for Emergency Medicine. All rights reserved.

This policy has been developed to document the College’s principles for authorisation with respect to financial management, approval and execution of contracts, human resources, governance and external media communications.

This policy is designed to:

• establish appropriate processes of responsibility and accountability for decision-making
• delegate decision-making to appropriate levels, while recognising the need to ensure administrative efficiency and effectiveness.

2. Terminology

Budget

refers to the Board-approved annual budget.

Capital

any item of property, plant, equipment, furniture, computing hardware, software or similar with a value in excess of $1,000 and a useful life greater than one year.

Investment

means financial assets such as stocks, bonds and cash equivalents.

Operational Expenditure

expenditure on day-to-day costs of running the organisation such as staff wages, consumables, utilities, reimbursements etc.

3.1 General

• The basis of the delegation process is the review of one person’s decision or recommendation by a more senior person at a level considered appropriate.
• Appropriate authority must be obtained prior to engaging in prescribed activities.
• Authorisation by persons other than Executive Directors, General Managers and unit Managers should only occur with the express permission of the Chief Executive Officer (CEO).
• In the absence of a delegate, the next more senior manager who holds relevant delegated authority may approve a matter in the absence of the primary delegate. Alternatively, an appropriate delegate at the same level may approve a matter in the absence of the primary delegate.
• A delegate must not approve a recommendation, activity or expenditure that personally benefits them. A delegate must immediately inform their manager of any such instances so as to avoid any real or perceived conflict of interest.
• The CEO has authority to exercise any staff delegation outlined in this document, unless delegation is assigned exclusively to the President or Board.

3.2 Financial

• No employee may approve any expenditure that they incur.
• No payments are to be made without first obtaining appropriate authorisation.
• CEO, Executive Directors, General Managers and Unit Managers may authorise expenditure up to the level of their authority only.
• It is the responsibility of the person exercising the delegation to ensure that funding is available within their annual budget.
• All authorities are based on Board-approved budgets. Any proposed expenditure outside of the approved budget must be submitted to the CEO prior to any commitments being made.

3.3 Human Resources

Human Resource delegations may be exercised only in respect of staff members who fall within a delegate’s cost centre (i.e. a ‘direct report’ and other staff for whom the delegate holds line management), unless otherwise permitted by a delegation.

3.4 Breach of Delegations

A breach of this policy or of a delegation may be regarded as misconduct and will be dealt with under the relevant College policy and procedure and (where applicable) employment agreements. Breach of a delegation may result in disciplinary action.

3.5 Reporting Misuse of Delegations

ACEM members, trainees, staff and/or other College representatives who believe that a delegation has or is being improperly exercised have an obligation to refer the matter to a more senior staff member or to the CEO.

• Purchasing Guidelines (CF297)
• Investment Policy (COR194)
• Delegations Limitations Policy (COR306)
• Risk Management Policy (COR432)
• Risk Management Framework (COR191)
• Guidelines for Travel and College Expenditure (CF193)
• Recruitment Policy (HR212)