LONDON’S GLOBAL UNIVERSITY
Financial Recruitment Approval
Scope
All posts with the following exceptions:
Posts fully funded by research grants or contracts
Student assistants for one off events
Fixed-term and open-ended PGTA and TF posts <£10,000 per annum to be
charged to an approved Departmental Cash Allocation Part-Time Teaching Budget
In scope are posts funded by donations, HEFCE special initiatives and Provost’s Strategic
Development Fund.
Agency staff - where we are already using a temp or agency worker to back fill a vacant
post or provide short term extra resource these can be extended without approval. Where
it is a new arrangement this will need to go through the approval process – although HR
will not need to be involved. Controlling this will need to be done locally but central finance
will be monitoring agency transactions post event.
Process
Requests for posts below Grade 9 should be made to the relevant School / PS Finance
Director. When they have approved the request it should be forwarded to the office of the
Director of Finance and Business Affairs for a financial approval number, which will be
generated and emailed back to the Finance Director, with a copy to HR.
For posts at Grade 9 and above, the School / PS Finance Director should forward
requests directly to the Director of Finance and Business Affairs. When the request has
been approved the School / PS Finance Director will be notified of the financial approval
number by email, with a copy to HR.
All recruitment requests will be allocated an individual financial approval number,
deviations from this allocation will be considered on a case by case basis. A log will be
kept in FBA of all approved recruitment requests.
Once the financial approval number has been issued and forwarded to the recruiting
manager, it is good practice for all recruiting managers to check the Redeployment
Register for potential redeployees. All vacancies (including grant funded positions) must
be advertised on the internal recruitment site prior to external advertising and recruiting
managers will need to consider applications made by redeployees prior to the vacancy
being advertised externally.
See Appendix 1 for a visual representation of the process.
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Issues to consider when making requests
Financial situation of department / area concerned particularly trends for
Staff: student ratios
Academic staff: Support staff
Financial position of department
Income per £100 of costs
Trend wise are these all going in the right direction?
Has this area made its improvement targets?
How does the post holder’s work directly support UCL’s strategic priorities and plans.
What options have been explored in terms of?:
o
o
o
o
o
o
job content review or redesign,
workload re-allocation within the team,
business process review,
restructuring,
resource sharing between departments or
the use of external resources to reduce overhead costs to UCL.
Could this role be undertaken by a student working temporarily for the coming year
while workloads are reviewed and adjusted?
Is this a new post or filling an existing post – if existing how long has it been vacant
and why does it need to be filled now?
Are there any implications on space/estates costs?
Requests need to be succinct as possible whilst relaying the pertinent information.
Updated February 2015
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Appendix 1
Financial Recruitment Approval Process
UCL Director of Finance and
Business Affairs:
•
Phil Harding
School / PS Finance Directors:
•
BEAMS - Emily Bushby
•
SLASH - Margaret
Lloyd
•
SLMS - Veena Sharma
•
Professional Services –
Pauline Jory
All posts are in scope apart from the
following exceptions:
•
Posts fully funded by research
grants or contracts (contact your
Research Awards Administrator in
FBA for further information)
•
Student assistants for one off
events
•
Fixed-term and open-ended PGTA
and TF posts <£10,000 per annum
to be charged to an approved
Departmental Cash Allocation PartTime Teaching Budget
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