Staff Expenditure Approval Procedures

Introduction

The Planning Team is responsible for co-ordinating the staffing approval process and liaises closely with Finance and Human Resources.

In the majority of cases when you wish to replace or create a new post, extend a contract or alter an employee’s contract, you will need to complete a Staff Expenditure Approval Form (SEAF). Details of the occasions when you need to complete a SEAF are below, and the SEAF template can be found here.

Once the SEAF has been completed and electronically signed by the Dean or budget holder, it should be emailed to the contacts given below along with any supporting documents, such as a job description and person specification.

Members of the Planning Team meet with the Provost every Monday morning to consider requests, but paperwork should be received well in advance of this, in order to allow time for liaising with Finance and Human Resources. Wherever possible, approval will be by Chair's action, but appointments may require the approval of Operations Committee.

For dates of meetings and deadlines for papers please click here

For a visual overview of the staffing approval process, please click here

Any staffing queries should be addressed to Kirsty Carter (k.m.l.carter@lboro.ac.uk) or Kathryn Irving (k.irving@lboro.ac.uk) in the Planning Team.

Staffing Expenditure Approval Process

 A staff expenditure approval form (SEAF) must be completed for:
  • New positions
  • The replacement of existing positions
  • The replacement of positions that includes a change in responsibilities which could affect grading or FTE
  • Extensions to fixed-term and rolling contracts
  • Conversions to open-ended contracts
  • Increases in hours
  • Recruitment to work experience placements if costing >£5K
  • Casual positions that cover a time period of more than 8 weeks’ duration
  • Technical and clerical staff on S or J codes

These procedures apply to positions in all job families (internally or externally funded) in academic departments, associated Centres and Institutes and support service sections except for:
  • Positions in the Research job family in academic departments (but not associated Centres and Institutes) which are funded from 'J' codes
  • Research Associates funded on an S code
  • Temporary replacements to cover maternity leave which are to be funded from the Maternity Relief Fund
  • Contracts for bought-in teachers

Click here for the latest copy of the Staff Expenditure Approval Form