Policies and Procedures

Financial & Administrative Services

Policies and Procedures

The Brock University Act (the "Act"), section 11 provides that except as otherwise especially assigned to the Senate, the government, conduct, management and control of the University's property and conduct of its business and affairs is vested in the Board of Trustees (the "Board").  The Financial Policies and Procedures have been grouped into 4 categories (Cash, Capital, Purchasing, Personnel Reimbursement).  These policies establish a framework for the financial management of the University.

Salient to all University transactions is the Financial Impropriety Policy (below).  For other finance-related policies please see the menu links to the left side of the page.

The President’s letter to the Brock Community on August 9, 2013 outlined deficit mitigation measures discussed with Senate, the Senate Planning, Priorities and Budget Advisory Committee, Board of Trustees, Executive Committee, and the Financial Planning, Investment and Human Resource Committee.

These mitigation measures are effective as of August 1, 2013 and are interpreted as primary to current University Policies. 

Mitigation measures impacting purchasing and personnel reimbursement policies include:

-       Reduced non-essential travel paid from the operating budget

-       For example, when training and conferences could be held at multiple locations, the least costly location should be selected.

-       Unit retreats, conferences and other gatherings should be held on campus whenever possible, to avoid travel and room rental costs. 


-       Reduced food and drink service at all meetings paid from the operating budget

-       Elimination of catered coffee/refreshment/snack breaks at meetings.

-       Catered lunches for midday meetings are to remain modest. University Services will be communicating recommended lunch options for group meetings.

-       The purchase or expensing of alcohol will not be reimbursed, with exceptions made by the President or a Vice-President.


-       Suspension of non-essential equipment purchases paid from the operating budget

-       Supervisors retain authorization for equipment purchases, in consultation with their senior administrator.

-       Equipment purchases are to be delayed, postponed or cancelled when there would be no significant benefit to unit performance.


-       Constraint with respect to usage of PDR (professional development reimbursement) and research accounts where possible

-       PDR accounts will continue to accumulate if unspent. However, prudent restraint will help University preserve cash and reduce expenses

-       If requested, extensions on University-funded research accounts will be considered by the VP Research or Dean, depending on origin of funds.


For a complete list of Brock University policies approved by the Board of Trustees, please visit the University Secretariat's website.  For questions, comments, and suggestions on the University's financial policies and procedures please email us.

These policies are available for download in PDF (Adobe Acrobat) format. If you do not have a copy of Adobe Acrobat Reader, please visit this site and download a free copy.