Requisition approver roles and responsibilities

Primary responsibilities of each requisition approval role within Oxford's purchasing hierarchy

There are various requisition approver roles within the University's purchasing hierarchy structure. These include: Budget Holder, Finance Checkers (University Policy - applicable to all purchases), Finance Checkers (Grants - applicable to purchases on project codes only), Financial Authority Approvers and Special Items Responsibility Holders.

Requisition requests will be sent to approvers directly via email; they can also view them on their worklist within Oracle. Approvers are responsible for checking these requisition requests in their department based on specific guidelines for each role. The responsibilities of each role is outlined in the drop downs below. 

 

Please note that anyone who occupies multiple roles will need to ensure they are reviewing requests based on all the parameters found under each approver role.

Budget Holders are responsible for checking the following when approving or rejecting requests: ​

  • Request is a legitimate requirement​

  • Request is appropriate for purchase against this budget​

  • Request is allowable under terms and conditions relevant to the funding​

  • Consideration has been given to the availability of funds for the purchase​

  • Any conflicts of interest they are aware of are declared

Finance Checkers (University policy - applicable to all purchases) are responsible for checking the following when approving or rejecting requests:​

  • Appropriate market testing has been undertaken if required (and quotations, tenders, etc are attached) and the request represents value for money - a balance of price, quality, risk and sustainability​

  • University Purchasing policy has been followed, and all necessary documents (contracts, delivery schedules, etc) are attached. Other relevant University policies have been followed (eg data security, travel, sustainability)​

  • The most appropriate supplier has been selected, supplier due diligence has been completed and any risk to the University is understood and acted on​

  • Any conflicts of interest have been identified and declared​

  • Any terms associated with the purchase have been complied with, such as conditions for donations or trust funds​

  • All aspects of the request have been completed correctly​

  • Request makes sense/will make sense to supplier​

  • Everything is provided, no further information or documentation is required

Finance Checkers (Grants - applicable to purchases on project codes only) are responsible for checking the following when approving or rejecting requests:​

  • Request meets funder terms and conditions​

  • Funds are available on the specified budget for the purchase​

  • Request is appropriate for purchase against this budget​

  • Everything provided, no further information or documentation is required

Financial Authority Approvers are responsible for the following when approving or rejecting requests:​

  • Making the financial commitment on behalf of the University. Taking assurance from the previous approval steps and being satisfied that processes have been correctly followed by other roles in the hierarchy

  • Considering any future contract or agreement that may be entered into with the supplier​

  • Everything required has been provided, no information or documentation is absent​

  • Committing the University to the purchase of the requested goods or services from the chosen supplier

Special Items Responsibility Holders are responsible for the following:​

  • Ensuring all necessary documentation and safety measures and procedures are in place to facilitate the safe arrival, storage, use and disposal of the requested items​

finance community clear

 

 

Contact the Purchasing Hierarchy project team

Email: purchasinghierarchy@admin.ox.ac.uk

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