Chancellor's Office Business Policies and Procedures

05.10 Delegations of Fiscal Authority & Responsibility

Purpose: To document various fiscal delegations and related procedures to Department Heads, Department Approvers, and the Controller.

Policy: Delegations of fiscal authority and responsibility will be performed in accordance with the following procedures.

VICE CHANCELLOR DELEGATION TO DEPARTMENT HEADS:

Delegation: Each Vice Chancellor designates a Department Head responsible for management of the budget associated with each organization code under his or her responsibility which is used for departmental operations.

Procedures:

1. This designation is made by the respective Vice Chancellor. The Controller's Division and Budget Offices will assist as needed with identification of organization codes used for departmental operations. See the Sample Delegation of Authority for Budget Management for an example.
2. Business Processing Staff maintain the documentation of delegated authority for audit purposes.

DEPARTMENT HEAD DELEGATION TO DEPARTMENT APPROVERS:

Delegation: Each Department Head designates the Department Approver(s) responsible for authorizing disbursement and journal voucher transactions following Chancellor's Office Fiscal Policies and Procedures.

Procedures:

1. This designation is made using the form Designation of Department Approvers, indicating the individuals and dollar limits.
2. Each Department Approver acknowledges this responsibility on the same form.
3. Departments may find it helpful to summarize the various levels of approval for easy reference. See the Summary of Delegations of Authority for Authorizing Disbursements and Journal Voucher Transactions for an example.
4. Completed Designation Forms are sent to Business Processing Staff, where they are kept on file for audit purposes.
5. Department Heads may choose to delegate approval for recurring payments with a set dollar amount. See Documentation for Approval to Process Recurring Payments with a Set Dollar Amount for an example. Such documentation should be sent to Business Processing Staff, where it is kept on file for audit purposes.

DEPARTMENT HEAD DELEGATION TO FIS APPROVERS:

Delegation: Each Department Head designates the FIS Approver(s) responsible for authorizing in FIS disbursement and journal voucher transactions following Chancellor's Office Business Policies and Procedures.

Procedures:

1. This designation is made using the form Designation of FIS Approvers.
2. Completed Designation of FIS Approvers Forms are sent to the Security Administrator in the Controller's Division, where they are kept on file for audit purposes.

VICE CHANCELLOR OF FINANCE AND ADMINISTRATION DELEGATION TO CONTROLLER:

Delegation: The Vice Chancellor of Finance and Administration delegates to the Controller the following authority and responsibility related to Chancellor's Office fiscal management:

• Promulgating fiscal policies and procedures
• Training and advising management and staff in fiscal policies and procedures
• Reviewing and on-line FIS approving of disbursements over $1 million or $10 million (aggregate payroll payments)
• Compliance testing, including but not limited to the following fiscal areas:
  • Procurement cards and ghost accounts
  • Purchase orders
  • Encumbrances
• Administering travel

• Delegation of Authority for Budget Management - Sample
• Documentation for Approval to Process Recurring Payments with a Set Dollar Amount - Sample
• Summary of Delegations of Authority - Sample

• Designation of Department Approvers
• Designation of FIS Approvers

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Last Updated: 04/23/03