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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.

Level Definitions and Titles

Level Level definition Role/Titles Approval Types/Permissions Approval Authority Limits

1

Individual with oversight over campus

President, Designated Chief Financial Officer

All Functions

Purchases $5,000,001 and up

2

Individuals with oversight over divisions

President, Designated Chief Financial Officer

Approval for Hospitality(HO),

Approval for Concur Travel Request and Expenses (TR & TE),

Approval for CSUBUY/P2P Goods & Services(JGS)

Purchases between $500,001 to $5,000,000

3

Individuals with oversight over College/Unit

Vice Presidents, Provost

Approval for Concur Travel Requests and Expenses (TR & TE)

Approval for CSUBuy/P2P otherwise known as Goods & Services (JGS),

Approval for Limited Hospitality (HO)

Purchases between $100,001 to $500,000

4

Individuals with delegated authority to spend from and manage approval budgets

Associate and Assistant Vice Presidents, Deans

Approval for Concur Travel Requests and Expenses (TR & TE)

Approval for CSUBuy/P2P otherwise known as Goods & Services (JGS),

Approval for Limited Hospitality (HO)

Purchases between $5,0001 to $100,000


Hospitality limit of up to $2000 for on-campus event

5

Optional

Management Personnel Plan (MPP)

 

Purchases up to $5,000

Hospitality limit of up to $2000 for on-campus event

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 occurred for related systems/processes.

(*) To allow flexibility for division structures that do not have AVP representation.

Types of Transactions

The DOA structure/process was originally created to oversee fiscal approval authority. Approval may be in writing (including Adobe Sign) or via electronic workflow.

This includes the following types of transactions:

  • Purchase of Goods and Services (JGS)- Authorized delegates may serve as the final approval authority on the purchase of software, independent contractor services, subscriptions, supply orders, and other transactions that have an impact to a department/fund’s budget. These types of transactions are abbreviated in the DOA Module as JGS. JGS transactions are not limited to those involving purchase order and pro-card purchase reconciliation.
  • Hospitality (HO)- Authorized delegates may serve as the final approval authority on a university hosted event. Additional venue and spending restrictions may apply. Refer to level definitions and guidelines. These types of transactions are abbreviated in the DOA Module as HO.
  • Travel Requests (TR)- Authorized delegates may serve as one of two approvers on travel requests that are reimbursable by specific department funds. The other approver is the employee’s manager. These types of transactions are abbreviated in the DOA Module as TR. 
  • Travel Expenses (TE)- Authorized delegates may serve as one of two approvers on travel expense reimbursements to travelers. The other approver is the employee’s manager. These types of transactions are abbreviated in the DOA Module as TE.

DOA Form

The DOA Form and its workflow are located within Adobe Sign. (myCI access required)

FAQ

  • 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
  • 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
  • Please refer to the Delegation of Authority (DOA) module in PeopleSoft/CFS. See the question about, "How can I find out who has been delegated authority to sign and/or approve CSUCI business transactions (query DOA) details in CI Financials (CFS)?"
  • 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".

Efforts have been made to upload all CSUCI Delegations of Authority into CI Financials (CFS). Regularly updated.  doa-faq-webpage-intruction

See below bulleted points

  • *DOA Bus Unit: enter CICMP or use wildcard CI%. CICMP should return results for CICMP, CIFDN, CIASI, CICSU & CIUGC.
  • Empl ID: Enter the approver’s campus employee ID, not their CHRS employee ID (Optional)
  • Last Name: Enter the approver’s Last Name – may use wildcard (exercise example: %berg%)
  • First Name: Enter approver’s First Name – may use wildcard
  • Division: Enter the organizational division
  • DeptID: Enter the organizational department ID
  • Fund Code: Enter the authorized Fund value
  • Project: Enter the authorized Project value
  • Function ID: Enter the Function ID
  • DOA Status: Enter the DOA Status
  • * Required
Members of the campus community with access to CI Financials (CFS) may perform queries to see who is authorized to approve transactions, and for what department/fund and threshold. Only non-represented administrators who completed the new DOA Form are authorized to sign as approvers. Represented staff may continue to support business transactions, but they are no longer authorized to sign as approvers. Managers are strongly encouraged to share this information with their staff who previously had Signature Authority Forms (SAFs) on file.
No, the SAFs are now obsolete. In order to be an authorized signer/approver one must have an approved DOA Form on file.
  • The Signature Authority (SAF) Form is now obsolete and the new Delegation of Authority Form (DOA Form) is in effect.
  • The process of completing the DOA Form is similar to the process for completing the SAF Form. The only difference is that once the DOA Form has been approved it will be forwarded to Financial Services for entry into the DOA Module.
  • The Office of the President will continue to maintain a shared folder with copies of approved/signed DOA Forms. The new DOA Form also has links to a list of active Departments and active Funds to use as a reference.