Delegation of Authority

An individual with Delegation of Authority has been designated to review and approve transactions and authorize the expenditure of monies. This delegation is tied to an individual’s role and responsibilities within the organization.

Individuals with this designation are expected to:

• Understand the nature or purpose of the expense/purchase and ensure supporting documentation is complete.
• Verify that the expense/purchase is utilizing the correct funding source (i.e., campus chartfields).
• Ensure that adequate funds are available to cover the expense/purchase and, if a multi-year commitment, that budget plans are fiscally sound and sustainable.
• Ensure that the funding source is appropriate for the expense/purchase and complies with any applicable spending requirements for the student fee revenue.

Financial Business Rules Committee

The Chancellor’s Office (CO) formed the Financial Business Rules Committee (FBRC) to identify a baseline delegation of authority structure for the CSU. This committee was composed of campus and CO representatives who were charged with developing this standard for approval of financial transactions. Further information about this collaborative effort is available on the CSYou Delegation of Authority webpage.

The following structure is under approval by our campus cabinet. It will act as the basis for assignment of fiscal authority for departments and related financial systems/transactions.

Level Definitions and Titles

Note: Employees will be assigned levels based on role and then given authority at deptid/fund level by request. If no designation occur at the chartfield level then no actual delegation of authority has occured for related systems/processes.

(*) To allow flexiblity for division structures that do not have AVP respresentation.

FAQ

• What are the Responsibilities of a Delegated Approver?

  • Your role should not be taken lightly
  • It requires that you have or obtain specific knowledge
  • It is required to maintain compliance with CSU policies and procedures and act as good stewards of our financial resources
  • It is a structural component of financial system and processes
  • It should be used to determine whether expenditures support the University's mission and are within your budget authority

• What types of transactions fall under the Delegation of Authority?

  • Purchase of Goods or Services
    • Example software, independent contractor services, subscriptions, supply orders, hospitality expenses, etc.
  • Travel
    • Example travel requests (trip plan) or travel expense report (trip costs)
  • Other
    • Example - journal entry requests

• Who are Delegated Approvers in my area?

  • Please refer to the Delegation of Authority (DOA) module in PeopleSoft/CFS.

• How do I request and update of Delegated Approvers for my area?

  • If your area has encountered personnel changes that warrant an add/update to your Delegation of Authority, use the DOA Request Form via Adobe Sign to request the change. Be sure to add the doa@csuci.edu email address under "cc".

• Where can I find a completed Delegation of Authority Forms?

  • View Completed Delegation of Authority Forms (myCI login is required)

• Where can I find out who has been delegated authority to sign and/or approve CSUCI business transactions?

  • Efforts are currently underway to upload all CSUCI Delegations of Authority into CI Financials (CFS). More information will follow once this becomes available. The second approach would be to View Completed Delegation of Authority Forms (myCI login is required)