Communication No. 2/2019 (concerns: change of authorising officers and circulation of financial documents)

Kielce, 13 December 2019.

COMMUNICATION FROM THE BURSAR NO. 2/2019

Subject: Change of authorising officers and circulation of financial documents

In connection with the amendment of the Organisational Regulations, I would like to inform you that there has been a change in the persons authorised to manage the funds.

In accordance with Chapter III par. 18 sec.3 of the cited regulations The Deputy Rectors and the Rector are the administrators of a part of the University's budget to the extent determined by the Rector.

In the current legal state Deans of the Faculties are not managers of the budget.

The current terms of reference for individual managers include the tasks listed below.

Deputy Rector for Development and Finance has the authority to spend and commit part of the budget for:
1. tasks related to the functioning of the European Funds Department and the Position for Managerial Control,
2. implementation of projects financed or co-financed from external sources (with the exception of scientific, artistic and research and development projects),
3. tasks related to the operation of the Faculties and Branches concerning the educational process, with the exception of:
  1. recruitment of students and doctoral students,
  2. civil-law contracts relating to the educational process,
  3. expenditures on tangible (movable) assets and their operating costs.
4. business travel expenses of subordinate administrative units, administrative staff of Faculties and Branches;
Deputy Rector for Education has the authority to spend and commit part of the budget for:
1. operational tasks of:
  1. Department of Student and Doctoral Affairs,
  2. Education Office,
  3. Exchange and International Cooperation Department,
  4. Science and Culture Centre,
  5. Academic Career Service,
  6. Support Centre for People with Disabilities,
  7. Teacher Education Centre,
  8. Foreign Language Study,
  9. Sport University Centre,
2. the implementation of tasks related to the educational process – concerning civil-law contracts in the Faculties and Branches:
  1. student internships agreements and contracts with the entities where these internships are carried out,
  2. civil law contracts with the supervisor, related to the implementation of the internship,
  3. civil-law contracts for the delivery of teaching activities,
3. student recruitment,
4. the implementation of tasks related to the support of persons with disabilities,
5. implementation of tasks related to the management of the Support Fund for Persons with Disabilities (including the purchase of movable tangible assets),
6. implementation of tasks related to the management of the Scholarship Fund,
7. expenses related to the official trips in subordinate administrative units.
Deputy Rector for Science has the authority to spend and commit a portion of the budget for:
1. operational tasks of:
  1. University Library,
  2. University Publishing House,
  3. University Archives,
  4. Doctoral School,
  5. Science Department,
  6. Implementation Projects Section,
2. implementation of scientific, artistic and research and development projects funded by subsidies and financed or co-financed from external sources,
3. tasks related to other scientific, artistic and research and development activities,
4. expenses related to official trips of subordinate administrative units.
5. enrolment in the Doctoral School.
Deputy Rector for Medical Affairs has the authority to spend and commit part of the budget for:
1. tasks relatedto the operation of the Medical Infrastructure Department.
Chancellor of JKU has the authority to spend and commit a portion of the budget for:
1. operational tasks of:
  1. of units subordinate to the Deputy Chancellor for Property Management,
  2. of units subordinate to the Deputy Chancellor for Piotrków Trybunalski Branch,
  3. IT Security Department,
  4. Public Procurement Department,
  5. Transport and Supply Department,
  6. Inventory Section,
  7. The Positions for the ICT Security,
  8. Health and Occupational and Fire Safety Section,
  9. Position for Social Affairs,
2. the implementation of property management and maintenance tasks,
3. the implementation of tasks related to the Company Social Benefits Fund,
4. the implementation of tasks related to securing and maintaining the IT infrastructure,
5. the implementation of tasks related to expenditures on tangible (movable) assets and their operation, with the exception of those financed from external sources and the Support Fund for the Persons with Disabilities,
6. expenses related to the official trips in subordinate administrative units.

The fund managers listed above do not have the authority to disburse funds and incur obligations in the part allocated for salaries resulting from the employment contracts.

Furthermore, I would like to inform you that there has been a change with regard to the submission of invoices and other financial documents for payment (until now accepted by the Public Procurement Department) – now these documents, signed by persons of merit, should be submitted for execution to the Verification and Control Section, i.e., in room 212 on the second floor of the Rector's Office, ul. Żeromskiego 5.

I would very much appreciate it if you could download descriptions for invoices and financial documents from the University's website, as these are kept up to date (staff tab/invoice description templates).

BURSAR
Małgorzata Tomasik