PL-GA Governance & Assurance

1. Delegation of Authority

1.1 Purpose

The Delegation of Authority (DoA) framework defines the scope of authority granted to individuals within Sidelink Transport to make decisions, commit resources, enter agreements, approve expenditure, and take actions on behalf of the company. It ensures that authority is exercised only by individuals who have been expressly granted it, that decision-making is proportionate to the significance and risk of the action being taken, and that the organisation can demonstrate clear accountability for its decisions.

1.2 Scope

This framework applies to all employees, contractors, and any other person acting on behalf of Sidelink Transport Pty Ltd in any capacity that involves making decisions, committing the company financially, approving expenditure, entering into agreements, or exercising authority over people, assets, or operations.

1.3 Principles

Authority must be expressly granted.

No person may exercise a delegation unless it has been formally granted to them and recorded in the R02 Delegation of Authority Register. The absence of a recorded delegation means no authority exists.

Authority flows from the Managing Director.

All delegated authority ultimately derives from the Managing Director as the principal owner and decision-maker of Sidelink Transport Pty Ltd. Delegations may be granted downward through the management structure but may not be granted upward or laterally without the approval of the Managing Director.

The Managing Director may grant the General Manager a standing delegation to exercise all executive approval authorities under the framework, reflecting the General Manager's role as the primary day-to-day and strategic decision-maker of the business. Where such a standing delegation is in force and recorded in the Register, references to Managing Director approval are read as General Manager approval, except for matters expressly reserved to the Managing Director. The standing delegation and its reserved matters are governed by PR-HR-004 Delegation of Authority Procedure.

Delegations are role-based, not person-based.

Authority attaches to a role, not to the individual occupying it. When a person ceases to occupy a role, their delegation ceases automatically.

Delegations may be sub-delegated only where expressly permitted.

A sub-delegation cannot exceed the limits of the original delegation.

Acting arrangements must be recorded.

Where a person is acting in a role in the absence of the substantive holder, any delegation applicable to that role must be formally activated for the acting person and recorded in the Register for the duration of the arrangement.

No person may approve their own transactions.

A delegation holder must not use their delegated authority to approve a transaction, agreement, or decision in which they have a personal interest. Conflicts of interest must be declared and the authority exercised by the next appropriate delegate.

Delegations do not override other controls.

Holding a delegation grants authority to act; it does not authorise acting outside applicable policies, procedures, legislation, or regulatory requirements.

1.4 Categories of Delegated Authority

The specific limits and role assignments for each category are set out in the R02 Delegation of Authority Register.

1.5 Accountability

A person who exercises a delegated authority is personally accountable for the decision made under that delegation. Exercising a delegation that exceeds the limits granted, or in circumstances where a conflict of interest exists, may result in disciplinary action and may expose the individual to personal liability.
Sidelink Transport will not ratify or indemnify decisions made in excess of a person's delegated authority except in exceptional circumstances approved by the Managing Director.

1.6 Review

The Delegation of Authority Register must be reviewed at least annually, and immediately following any change in organisational structure, senior personnel, or reporting lines, or following any audit finding that identifies a gap in authority or accountability.

2. Accounts Receivable

2.1 Commitment

Sidelink Transport is committed to timely and accurate invoicing, consistent credit management, and the prompt collection of amounts owed to the business. Effective accounts receivable management protects cash flow, reduces the risk of bad debt, and reflects the professionalism of our commercial relationships.

2.2 Invoicing

All invoices issued by Sidelink Transport must accurately reflect the agreed rates, charges, and applicable taxes, and must include all information required by law and by Sidelink Transport's standard trading terms. Invoices must be issued promptly upon completion of the relevant service and recorded in the accounts receivable ledger at the time of issue.

2.3 Credit Terms and Credit Assessment

Sidelink Transport's standard customer payment terms are defined in our standard trading terms and conditions. Extended or non-standard credit terms require approval in accordance with the Delegation of Authority Register (R08). Before extending credit to a new customer, Sidelink Transport will conduct a credit assessment appropriate to the anticipated value and risk of the account.

2.4 Collections and Overdue Accounts

Sidelink Transport will actively manage overdue accounts through a structured escalation process. At no point will Sidelink Transport continue to provide services to a customer whose account is significantly overdue without explicit approval from the General Manager.

2.5 Disputed Invoices

Where a customer disputes an invoice, Sidelink Transport will acknowledge, investigate, and resolve the dispute promptly and in good faith. Disputed amounts will be clearly flagged in the accounts receivable ledger pending resolution. A dispute does not automatically suspend the customer's obligation to pay undisputed amounts.

2.6 Write-offs and Bad Debt

Any write-off of a debt owed to Sidelink Transport requires approval in accordance with the Delegation of Authority Register (R08). All write-offs must be recorded in the accounts receivable ledger with the reason and approval authority noted.

2.7 Reporting

The Finance Manager will provide regular accounts receivable reporting to the General Manager.

3. Accounts Payable

3.1 Commitment

Sidelink Transport is committed to paying its suppliers and contractors accurately, on time, and in accordance with agreed terms. Effective accounts payable management protects our supplier relationships, maintains our reputation as a reliable commercial partner, and ensures compliance with all applicable payment obligations.

3.2 Procurement Controls

No goods or services may be procured on behalf of Sidelink Transport without prior authorisation in accordance with the Delegation of Authority framework (Section 1). Verbal commitments to suppliers do not constitute authorised procurement without subsequent written confirmation from an authorised delegate.

3.3 Invoice Receipt and Processing

All supplier invoices must be directed to the Finance function for processing, matched to the relevant purchase order or delivery confirmation, checked for accuracy, and approved by the appropriate delegate before payment is made. Invoices that cannot be matched to an authorised purchase order or delivery confirmation must not be processed until the discrepancy is resolved.

3.4 Payment Terms and Runs

Sidelink Transport will pay approved supplier invoices within agreed payment terms. Where no specific terms have been agreed, standard terms apply as defined in a Procedure. Payment runs must be authorised in accordance with the Delegation of Authority Register (R08).

Payments will only be made to bank accounts that have been verified as belonging to the supplier in Sidelink Transport's records.

3.5 Supplier Statement Reconciliation

The Finance Manager will reconcile supplier statements against the accounts payable ledger at least monthly for material suppliers. Discrepancies must be investigated and resolved promptly, with unreconciled balances escalated to the General Manager where necessary.

3.6 Expense Reimbursements

Employee expense reimbursements are processed through the accounts payable function and must be supported by a completed Expense Reimbursement Form, original tax invoices or receipts, and approval from the authorised delegate under the Delegation of Authority Register (R08). Reimbursements will not be processed without complete documentation.

3.7 Fraud Prevention and Payment Controls

Sidelink Transport maintains appropriate controls to prevent payment fraud, including segregation of duties between invoice approval and payment processing, verification of supplier bank account details, duplicate payment checks, and a clear escalation process for suspicious payment requests.

3.8 Reporting

The Finance Manager will provide regular accounts payable reporting to the General Manager.

4. Financial Reporting and Record Keeping

4.1 Financial Records

Sidelink Transport will maintain accurate and complete financial records in accordance with the Corporations Act 2001 (Cth) and applicable taxation legislation. Financial records must be retained for a minimum of seven years from the date of the relevant transaction.

4.2 Internal Reporting

The Finance Manager will prepare and provide regular financial reporting to the General Manager and Managing Director, covering financial performance, cash position, and any material variances or risks. The specific reports, cadence, and format are defined in the Finance function's operating procedures.

4.3 External Reporting and Compliance

Sidelink Transport will meet all external financial reporting and compliance obligations, including:

• BAS/GST lodgement in accordance with ATO requirements
• Payroll tax obligations (where applicable)
• Superannuation guarantee contributions in accordance with the Superannuation Guarantee (Administration) Act 1992 (Cth)
• Annual tax return preparation in conjunction with Sidelink Transport's external accountant

4.4 Banking and Cash Management

All company funds must be held in accounts in the name of Sidelink Transport Pty Ltd. Opening, closing, or changing signatories on any company bank account requires approval by the Managing Director. Transfers between company accounts and external payment authorisations must be made in accordance with the Delegation of Authority Register (R08).

Breaches of this Policy

All suspected and observed breaches will be investigated and appropriate disciplinary and remedial action taken. Employees and road contractors (including their employees) who do not adhere to this Policy will face disciplinary action, including formal warnings and dismissal or termination of contract.

For further information about this Policy please contact a member of the Sidelink Transport Management Team.