საქართველოს სპორტის სახელმწიფო უნივერსიტეტი

Regulations of the Finance and Procurement Department

Article 1. General Provisions

These regulations define the legal status, purpose, objectives, functions, and structure of the Finance and Procurement Department (hereinafter – the Department) of the LEPL State University of Sports of Georgia (hereinafter – the University), its accountability, and regulate other issues related to its activities.
The Department is a structural unit of the University’s administration, guided by the legislation of Georgia, the legal acts of the University, and these regulations in its activities.
The Department’s activities are based on continuous coordinated work with various University structures.
Within the scope of its competence, the Department carries out tasks assigned by the head of the University’s administration based on legislation and is accountable to them.

Article 2. Main Areas, Objectives, and Functions of the Department’s Activities

The Department’s main area of activity is to create appropriate conditions for studying, teaching, working, and scientific-research activities for the University’s students and staff based on the effective management of the University’s financial resources, financial and economic activities, and corresponding accounting and reporting.
The Department’s main objectives are: a) Preparing the University’s budget and monitoring its execution; b) Providing organizational support for financial accounting and reporting within the University system, conducting comprehensive and operational analysis of the system’s financial status based on accounting reports, and developing and updating financial policies, procedures, norms, and rules within the University; c) Organizing public procurements and preparing procurement plans, as well as monitoring their execution; d) Ensuring the accounting of fixed assets, commodity and material valuables, and fixed capital investments; e) Conducting inventory of property and financial liabilities to ensure the accuracy of accounting and reporting data.
The Department’s main functions are: a) Coordinating the process of organizing accounting and reporting; b) Preparing and submitting financial reports; c) Monitoring accounting and reporting; d) Developing proposals for regulating the budget process, which define the general principles for preparing, reviewing, approving, and monitoring the University’s budget, and the forms of separation and distribution of budgetary powers; e) Developing and submitting the University’s budget draft to the head of administration for subsequent approval by the representative council; f) Systematically supervising the execution of budgetary indicators; g) Settling accounts with the budget in compliance with the requirements defined by tax legislation; h) Preparing draft public procurement contracts and maintaining periodic documentation reflecting the progress of contract execution.

Article 3. Department Structure, Management, and Employees

The positions provided for in the Department’s staff schedule are: Head of the Department, Deputy Head of the Department, Head of the Procurement Service, Head of the Planning-Finance and Accounting-Reporting Service, Leading Specialist, Senior Specialist, and Chief Specialist for both the Procurement and the Planning-Finance and Accounting-Reporting Services.
The Department’s structural units are: a) Procurement Service; b) Planning-Finance and Accounting-Reporting Service.
The Department is led by the Head of the Department, who is appointed and dismissed by the head of the administration.
The employees of the Department/Service are appointed and dismissed by the head of the administration based on the recommendation of the Head of the Department.

Article 4. Head of the Department

The Head of the Department:

Plans the Department’s work, ensures the improvement of work style and methods, creates the necessary working conditions, and takes measures to enhance the professional training level of specialists;
Distributes duties among the Department’s employees;
Controls the execution of the annual plan by the Department and its structural units and conducts the annual performance evaluation of subordinate personnel. Based on the evaluation, they submit appropriate proposals to the head of administration and the rector;
Evaluates the employees;
Reviews correspondence according to the established rules, makes decisions within their competence, signs informational letters, and signs and endorses documentation within their competence;
Carries out other functions and tasks defined by the legislation of Georgia, the administrative-legal acts of the University, and these regulations within their competence.

Article 5. Deputy Head of the Department

The Deputy Head of the Department participates in and controls:

The preparation, correction, and execution of the public procurement plan in accordance with the budget;
The monthly and quarterly execution of procurements in accordance with the approved plan;
The monitoring of cost estimates and reports for national and foreign grants;
The management of financial resource research and forecasting;
The acquisition, processing, and analysis of fiscal and statistical information in the planning-finance sector;
The management of procurement procedures at the University;
The preparation of the draft annual public procurement plan by funding sources and its submission to the State Procurement Agency within the deadlines established by procurement regulatory legislation;
The preparatory work for procurement, the establishment of homogeneity and monetary thresholds for procurement objects, and the selection of the procurement method;
The preparation of tender and price quotation procedures;
The preparation of quarterly reports and their submission to the State Procurement Agency within the deadlines established by procurement regulatory legislation;
The preparation of a contract for procurement through negotiation;
The selection of suppliers and the provision of a draft public procurement contract in compliance with the rules established by current legislation and relevant normative acts;
The supervision of the supplier’s performance of contract terms;
The evaluation of employees; o) The execution of treasury operations.

Article 6. Procurement Service

The functions of the Procurement Service are:
- Planning, coordinating, and monitoring the University’s procurement processes;
- Preparing the draft annual public procurement plan by funding sources and submitting it to the relevant state institutions/organizations within the deadlines established by procurement regulatory legislation;
- Ensuring preliminary procurement work, conducting market research, establishing the homogeneity and monetary thresholds of procurement objects, and selecting the procurement method;
- Preparing contracts to be executed through electronic tender and simplified procurement;
- Ensuring the preparation of tender and simplified procurement procedures;
- Submitting information on executed public procurements to the relevant state institution/organization within the deadlines established by procurement regulatory legislation;
- Ensuring the preparation of a draft public procurement contract in compliance with the rules established by current legislation and relevant normative acts;
- Supervising the supplier’s performance of contract terms within the Service’s competence;
- Business correspondence with the State Procurement Agency and other agencies;
- Participating in relevant seminars and trainings to improve and better manage public procurement procedures.

Article 7. Head of the Procurement

The Head of the Service:

Ensures the planning, coordination, and monitoring of the University’s procurement processes;
Manages the preparation of the draft annual public procurement plan by funding sources and its submission to the relevant state institutions/organizations within the deadlines established by procurement regulatory legislation;
Manages the preliminary procurement work, monitors the process of market research, the establishment of the homogeneity and monetary thresholds of procurement objects, and the selection of the procurement method;
Monitors the process of preparing contracts to be executed through electronic tender and simplified procurement;
Ensures the submission of information on executed public procurements to the relevant state institution/organization within the deadlines established by procurement regulatory legislation;
Monitors the supplier’s performance of contract terms;
Conducts business correspondence with the State Procurement Agency and other agencies;
Distributes duties among the Department’s employees;
Evaluates the employees;
Reviews correspondence according to the established rules, makes decisions within their competence, and endorses documentation;
Carries out other functions and tasks defined by the legislation of Georgia, the administrative-legal acts of the University, and these regulations within their competence.

Article 8. Planning, finance and accounting are functions of the reporting service.

Ensuring and monitoring the preparation, correction, and execution of the University’s budget draft within its competence;
Processing expenses to be included in the University’s budget draft based on materials received from faculties and other structural units;
Acquiring, processing, and analyzing fiscal and statistical information in the planning-finance sector;
Quarterly analysis of processed budget indicators;Preparing a report on the execution of the annual budget;
Monitoring cost estimates and reporting for grants, consulting on and preparing conclusions for the budgets of grants and student projects;
Preparing quarterly and annual statistical reports and submitting them to the relevant state institutions/organizations on time;
Reviewing correspondence within the Service’s competence and responding appropriately;
Endorsing and/or preparing drafts of various legal acts within its competence;
Ensuring the timely and uninterrupted movement, accounting, and preparation of the University’s monetary funds and monitoring them;
Issuing travel funds and closing requests, conducting and accounting for cash operations, conducting surprise cash inventory, and comparing inventory results with accounting data;
Working in the State Treasury’s electronic system;
Synthetical and analytical accounting of warehouse management, inventory, and confirmation of existing balances with comparison acts signed with debtors and creditors;
Preparing and submitting the annual report to the Revenue Service;
Controlling monthly memorial orders and maintaining the general ledger;
Preparing annual reports (balance sheets) based on memorial orders and submitting them to the Ministry of Education and Science;
Controlling the financial database of students and preparing and submitting the declaration of annual economic income and expense calculation to the tax inspectorate;
Conducting analytical accounting of debtors/creditors and accounting for expenses and income;
Accruing and issuing salaries and scholarships;
Synthetical and analytical accounting of fixed assets and low-value items;
Synthetical and analytical accounting of warehouse management, writing off materials, and recognizing them as expenses; inventorying the warehouse and comparing actual data with accounting data.

Article 9. Head of the Planning-Finance and Accounting-Reporting

The Head of the Service:

Ensures the preparation, correction, and execution of the University’s budget draft and monitors this process;
Manages the process of processing expenses to be included in the University’s budget draft based on materials received from faculties and other structural units;
Acquires, processes, and analyzes fiscal and statistical information in the planning-finance sector;
Receives the processed quarterly analysis of budget indicators from subordinate employees;
Prepares a report on the execution of the annual budget;
Monitors cost estimates and reporting for grants;
Manages the preparation of quarterly and annual statistical reports and ensures their timely submission to the relevant state institutions/organizations;
Ensures the timely and uninterrupted movement, accounting, and preparation of the University’s monetary funds and monitors them;
Conducts surprise cash inventory and compares the inventory results with accounting data;Works in the State Treasury’s electronic system;
Manages the synthetical and analytical accounting of warehouse management and inventory;Prepares and submits the annual report to the Revenue Service;
Controls the monthly memorial orders and the maintenance of the general ledger; also, prepares annual reports (balance sheets) based on memorial orders and submits them to the Ministry of Education and Science;
Controls the financial database of students and also prepares and submits the declaration of annual economic income and expense calculation to the tax inspectorate;Monitors the process of accruing and issuing salaries and scholarships;
Distributes duties among the Service’s employees;
Evaluates the employees;
Reviews correspondence according to the established rules, makes decisions within their competence, and endorses documentation;
Carries out other functions and tasks defined by the legislation of Georgia, the administrative-legal acts of the University, and these regulations within their competence.

Article 10. Leading Specialist, Senior Specialist, Chief Specialist

The rights, duties, and functions of the Leading, Senior, and Chief Specialists of the Department/Service are defined by the employment contracts and job descriptions signed with them.

Article 11. Concluding Provisions

Amendments and additions to the regulations are made in accordance with the procedure established by current legislation.

The reorganization and liquidation of the Department are carried out in accordance with the procedure established by current legislation.

The regulations come into force from the moment of their approval by the Representative Council of the State University of Sports of Georgia.

The regulations lose their force upon the approval of new regulations and/or the liquidation of the Department.