1 Purpose and scope
This policy regulates the assignment of authority within the Association, documented delegation and separation of transaction stages, preventing decisions beyond authority and self-approval of work or benefits. It applies to the Board, Chair, Deputy Chair, committees, management and personnel, including financial and administrative decisions and representation of the Association.(1)
2 Limits of authority
Powers reserved to the General Assembly or competent authority remain with them and cannot be transferred by internal delegation. The Board approves and updates the authority matrix within its powers. This policy is not itself a delegation to any individual or permission to spend or sign bank transactions.
Delegation of Board financial powers must respect joint action by the Chair or Deputy Chair and the financial officer under the Articles. Signing cheques, financial instruments and disbursement documents must respect the joint roles of the Chair and Treasurer, valid substitution by the Deputy Chair, and bank and competent-authority requirements.(2)
3 Issuing a delegation
The request states the need, basis, decision type, duration, limits and risks. The competent authority issues the delegation in writing, identifying the delegate by role, the permitted activities, exclusions, individual or joint signature, reporting and revocation conditions, and whether onward delegation is allowed.
The Secretary checks the delegation’s basis; the Treasurer checks financial limits and signatures where money is involved. The delegate receives a copy and acknowledges the assigned duties. Authority requiring external approval or a banking update may not be exercised before those requirements are completed.(3)
4 Separation of transaction stages
Requesting, checking, approving, executing, recording and reconciling a transaction are separated as far as possible. One person must not independently request an expense, approve it, execute payment and review it. A delegate may not approve a personal benefit; disclosure and recusal apply, with referral to an authorised, unconflicted decision-maker.
Where limited staffing prevents full separation, the reason is documented and the Board establishes compensating controls, such as independent pre-execution review and subsequent reconciliation by another person. These controls do not replace mandatory joint signatures or statutory approval. Splitting transactions or relabelling them to evade limits is prohibited.
5 Authority matrix and delegation register
For each transaction type, the matrix identifies the requester, checker, approver, executor, reviewer, any financial limit, joint signatures, authority basis and required external approval. Only limits actually established are included; no new amounts are assumed.
The Secretary records the delegation number, basis, date, scope, delegator, delegate, duration and status, linking it to the matrix, notices and reports. A transaction without authority or exceeding a limit is stopped and referred to the competent decision-maker. Silence or past practice is not permission.
6 Expiry, accountability and review
A delegation ends on expiry, revocation or loss of the associated role, according to its terms. Handover, system-access updates and any necessary bank or other notifications are documented, preserving the historical transaction trail. Technical access remaining available does not automatically extend authority.
The Secretary and Treasurer review the matrix annually and when roles or resolutions change, reporting breaches to the Board for competent action. Urgent matters and actions within the Chair’s powers are documented and presented at the first Board meeting. Urgency creates no new authority.(4)
References in the approved document
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The Association’s 2026 Articles of Association, Article 20: approval and updating of the authority matrix and delegation within Board powers.
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The Association’s 2026 Articles of Association, Articles 20, 21, 22 and 23: joint financial delegation, signatures and the roles of the Chair, Deputy Chair and Treasurer.
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The Association’s 2026 Articles of Association, Article 20: defining the Association representative’s powers and onward-delegation rights. Request details, segregation and registration controls are supplementary internal procedures.
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The Association’s 2026 Articles of Association, Article 21: urgent matters and presentation at the first Board meeting. Annual review is an internal control under this policy.