PLYMOUTH HOSPITALS NHS TRUST DETAILED SCHEME OF DELEGATION. Issued: February 2012 Review: February 2015

Transcription

1 PLYMOUTH HOSPITALS NHS TRUST DETAILED SHEME OF DELEATION Issued: February 2012 Review: February

2 PLYMOUTH HOSPITALS NHS TRUST DETAILED SHEME OF DELEATION INTRODUTION... 4 DELEATED BUDETS... 5 Responsibility to keep expenditure within budget... 5 Adjustments to Budgets... 5 MAINTENANE OF BANK AOUNTS... 5 NON PAY EXPENDITURE... 5 overed by Budgets... 5 Not overed by Budgets... 6 All ontracts, Leases, Agreements etc (including managed services)... 6 APITAL EXPENDITURE AND INVESTMENT PROPOSALS... 6 TENDERS... 7 PERSONNEL AND PAY... 9 Appointment of Staff... 9 Pay and Expenses Redundancy Ill Health Retirement Dismissal Leave/Absence Removal Expenses ranting/renewal of Lease ars Mobile Telephone user Personal Telephone Allowance HARITABLE FUNDS Fund raising Expenditure Submission of bid to outside funding agency LOSSES AND OMPENSATION PETTY ASH PAYMENTS PATIENTS MONIES HOSPITALITY REEIVED RELATIONSHIPS WITH THE MEDIA VARIATION OF PATIENT SERVIES SEALIN DOUMENTS

3 DISPOSAL OF ASSETS

4 INTRODUTION The Detailed Delegation s outlined below should be read in conjunction with the Standing Orders of the Trust, Standing Financial Instructions and particularly, the Scheme of Reservation and Delegation of Authority and of Powers to the Trust Board. Where applicable, staff should also note the provisions of the Bribery Act The s outlined below represent the lowest level to which authority within the Trust is delegated. Items outside of the delegated limits are reserved to the Trust Board. duties must be carried out in accordance with the Standing Orders of the Trust. Delegation to lower levels or to other offices is not permitted without the specific authority of the hief Executive or Director of Finance. Levels of authority are expressed as follows: Level to: A hief Executive B Board ommittee (haritable Funds ommittee) Director of Finance/ Director of Financial D Sub-ommittee (Investment Panel) E Executive Director F Trust Director Senior Manager H Budget Holder I Team Leader Higher levels of delegated authority have delegated authority for all lower levels of delegation. In the absence of the relevant delegated officer, authorisation should revert up to the next level. The Detailed Scheme of Delegation is as follows: 4

5 1 DELEATED BUDETS 1.1 Responsibility to keep expenditure within budget Authority delegated to: Level omments Individual Budget level Budget Holder H Service Level Senior Manager Service Line Director/ Service Line Manager Directorate Level linical Director/ Directorate Manager All other areas Director of Financial Overall Financial Plan hief Executive A 1.2 Adjustments to Budgets Within Directorates 50,000 linical Director/ Directorate Manager > 50,000 Director of Financial From Reserves/Additional Income All Director of Financial 2 MAINTENANE OF BANK AOUNTS hief Financial Accountant 3 NON-PAY EXPENDITURE See also section 5 (Tenders) 3.1 overed by Budgets Non-Stock Requisitions < 1,000 Budget Holder H < 10,000 Directorate Manager < 100,000 Trust Director F 100,000 Director of Financial 5

6 Authority delegated to: Level omments Maintenance ontracts All Senior Manager Standing Orders and all-off orders against existing contracts All Senior Manager Stock Requisitions All In accordance with E-Proc limits Various 3.2 Not overed by Budgets Within overall financial plan All Directorate Manager Outside overall financial plan < 250,000 Director of Finance < 1,000,000 hief Executive A 3.3 All ontracts, Leases, Agreements etc (including managed services) except apital Leases 4 APITAL EXPENDITURE AND INVESTMENT PROPOSALS 6 As approved by the Director of Finance < 100,000 Trust Director/Head of Procurement and Logistics/ommercial Services Manager < 250,000 Director of Finance < 1,000,000 hief Executive A 1,000,000 Trust Board N/A Also refer to the Business Justification Template uidance and the Trust apital Investment Policy New apital Schemes < 25,000 apital Steering roup and Associate Medical Director Urgent replacement items < 100,000 apital Steering roup and Associate Medical Director All apital Schemes and Revenue Investment Proposals < 500,000 Investment Panel D 500,000 Trust Board N/A Following review and approval by Investment Panel

7 Authorisation of capital schemes within the approved outline capital programme Authorisation of variations to schemes in the outline capital programme and approved schemes ranting and termination of capital leases Authority delegated to: Level omments > 3,000,000 Strategic Health Authority approval required N/A < 100,000 Associate Director of F Finance 100,000 Director of Financial < 5,000 Project Manager < 100,000 Director of Financial < 500,000 Investment Panel D and Finance, Performance and Investment ommittee Trust delegated limit reduced to 1million if Trust in "Financial deficit" 500,000 Trust Board N/A Following review and approval by Investment Panel and Finance, Performance and Investment ommittee < 50,000 Trust Director F < 500,000 Investment Panel D 500,000 Trust Board N/A 5 TENDERS Purchases not covered by NHS Supplies contracts Purchases not covered by NHS Supplies contracts See also SFI 7 < 5,000 Directorate Manager 3 Quotations minimum 50,000 Head of Procurement and Logistics 3 Quotations minimum 7

8 Approval of Tender Evaluation Framework Authority delegated to: Level omments > 50,000 Formal Tender Including adherence to OJEU regulations and procedures and the Bribery Act 2010 < 100,000 Head of Procurement and Logistics/ommercial Services Manager < 1,000,000 Director of Finance 1,000,000 hief Executive Officer A 8 where applicable Whole Life ost element should constitute at least 80% of award criteria, except where approved by the Director of Finance Opening of Tenders - Paper < 250,000 Two Senior Managers designated by the hief Executive Officer 250,000 One Trust Director and F one Senior Manager designated by the hief Executive Officer Opening of Tenders - Electronic < 250,000 Deputy nominated by the Head of Procurement and Logistics/ommercial Services Manager 250,000 Head of Procurement and Logistics/ommercial Services Manager Authority for single tender action < 50,000 Director of Financial (STA) or Authority to accept other than the lowest tender/quotation 50,000 hief Executive A Annual Report to Trust Board Tenders made under Supply hain, Office of overnment ommerce or other existing public body contract rules or through National or Regional leads will be delegated according to the arrangements for each tender on a case by case basis, managed through the Procurement Department

9 Authority delegated to: Level omments 6 PERSONNEL AND PAY Additional requirements may be imposed from time to time. Please refer to the latest guidance available on the Trust Documents Drive. 6.1 Appointment of Staff Funded Manpower Level (within existing budget) Funded Manpower Level (Funding identified) New Posts (Without identified funding) Directorate Manager on the approval of relevant Trust/Executive Director Directorate Manager on the approval of relevant Trust/Executive Director < 250,000 hief Executive A 250,000 Trust Board N/A Booking of NHSP Directorate Manager/Matron Authorisation of Additional Hours/Overtime Directorate Manager/Matron 9 ertified by Management Accountant. In accordance with the current workforce approval process and procedures. ertified by Management Accountant. In accordance with the current workforce approval process and procedures. Matron for nursing staff. In accordance with the current approval process and procedures. Matron for nursing staff. In accordance with the current approval process and procedures. Booking of non-medical Agency Trust Director F In accordance with the current approval process and procedures. Booking of medical agency Executive E In accordance with the current

10 Director/Associate Medical Director 6.2 Pay and Expenses Regrading Relevant Trust/Executive Director on the advice of the Agenda for hange Standing data forms (where there is a financial effect) e g rade hange Standing data forms (where there is no financial effect) e g change of address) Authority delegated to: Level omments panel Directorate Manager following receipt of approval from the relevant Trust/Executive Director Team Leader I Time/Attendance Records Team Leader I Travel and Subsistence laims Budget Holder H F approval process and procedures. In accordance with the current workforce approval process and procedures. In accordance with the current workforce approval process and procedures. 6.3 Redundancy < 50,000 Director of Workforce and Director of Financial < 100,000 hief Executive A SHA approval may be required for Board members 100,000 hief Executive and A Remuneration ommittee 6.4 Ill-Health Retirement Director of Workforce F Pensions Agency approval is also required 6.5 Dismissal Senior Manager of at least Directorate Manager level with advice from Senior Manager Human Resources In accordance with the Trust s Performance and onduct Policy 10

11 Authority delegated to: Level omments 6.6 Leave/Absence Approval of carry forward 5 days Directorate Manager In exceptional circumstances Approval of carry forward >5 days Trust Director F In very exceptional circumstances only Special Leave arrangements Directorate Manager Study Leave Medical (UK) linical Director and Associate Medical Director Medical outside UK hief Executive and A Director of Finance Non Medical Directorate Manager Training ourses Funded from entral Budgets Senior Manager Training Funded from delegated Directorate Manager budgets 6.7 Removal Expenses 8,000 Director of Workforce F > 8,000 hief Executive Director of Financial 6.8 ranting/renewal of Lease ars 6.9 Mobile Telephone user Directorate Manager 6.10 Personal Telephone Allowance Directorate Manager 7 HARITABLE FUNDS 7.1 Fund raising All Director of Financial 7.2 Expenditure 5,000 Fund Manager H Procurement regulations and 11

12 > 5,000 haritable Funds Management ommittee Authority delegated to: Level omments B procedures also apply. See also Section 5 (Tenders) 7.3 Submission of bid to outside funding agency 8 LOSSES AND OMPENSATION All Director of Financial Ex ratia Payments All hief Nurse E Notification to Trust Board All other losses, write-offs, < 1,000,000 Director of Finance Notification to Trust Board compensation payments and special payments 9 PETTY ASH PAYMENTS < 50 Budget Holder H 10 PATIENTS MONIES (No cash will be held by the Trust over 10,000) < 200 Budget Holder H < 5,000 Directorate Manager 5,000 Director of Financial 11 HOSPITALITY REEIVED > 25 To be registered with the Foundation Trust Board Secretary and due to the exceptional nature of this, approval sought in advance from the relevant Director 12 RELATIONSHIPS WITH THE MEDIA Within Hours Head of ommunications Outside Hours On all Director F 13 VARIATION OF PATIENT < 250,000 Director of Finance 12 N/A As permitted within the provisions of the Bribery Act Recorded in the Trust's Hospitality Register

13 SERVIES Authority delegated to: Level omments < 1,000,000 hief Executive A 1,000,000 Trust Board N/A 14 SEALIN DOUMENTS ontracts for the purchase/lease of All Two Directors including land and/or buildings Director of Finance Any contract/agreement with non- > 1,000,000 Two Directors including NHS bodies Director of Finance ontracts for apital works > 1,000,000 Two Directors including Director of Finance Lease Agreements Total payable Director of Finance over life of lease > 1,000,000 or lease life > 5 years 15 DISPOSAL OF ASSETS < 5,000 Directorate Manager < 100,000 Director of Financial < 1,000,000 hief Executive A Quotation or sealed bid process to be used where possible Quotation or sealed bid process to be used where possible 13