05.05 Approval Levels Summary, Chancellor's Office Business Policies and Procedures

Purpose:

To summarize and document approval levels required by Departments, the Office of General Counsel, and the Controller's Division to process a variety of financial transactions, including contracts.

 

Policy:

Financial transactions, including contracts, will be processed consistent with approval levels set forth below.

Department Approvals:

The approval levels summarized in the table below are made by Department Heads or designated Department Approver(s) to process financial transactions. Based on these approvals, Business Processing Staff enter transactions into the Financial Information System (FIS).

 

Invoices If the payment is over the Designated Dollar Limit*, the Department Head performs this approval. For payments less than or equal to the Designated Dollar Limit*, the Department Head or Department Approver performs this approval.
Journal Vouchers If the total of the debits and credits in the transaction is more than double the Designated Dollar Limit*, the Department Head performs this approval. If the total of the debits and credits in the transaction is less than or equal to double the Designated Dollar Limit* the Department Head or Department Approver performs this approval.
Purchase Orders If the order is over the Designated Dollar Limit*, the Department Head performs this approval. For orders less than or equal to the Designated Dollar Limit*, the Department Head or Department Approver performs this approval.
Business Expense and Travel

Reimbursements		 If the payment is over the Designated Dollar Limit*, the Department Head performs this approval. For payments less than or equal to the Designated Dollar Limit*, the Department Head or Department Approver performs this approval. The Department Head or Department Approver may not approve his or her own reimbursement; approval must be made by a superior.
* the dollar level (referred to as the "Designated Dollar Limit") approved and documented by the Department Head and on file with the Business Processing Sta



Office of General Counsel Approvals:

The approval levels summarized below are made by authorized staff in the Office of General Counsel.

 
Contracts All contracts (including Personal Services Contracts) are reviewed and approved by an authorized signer in the Office of General Counsel



Controller's Division Approvals:

In addition to approvals made by the Department Head or designated Department Staff, an on-line approval is required for significantly large transactions, as summarized in the table below:

 
All Aggregate Payroll-related Disbursements and Journal Vouchers (org code 999899) If the payment or transaction is greater than $10,000,000, the transaction must have an additional level of on-line approval by the Controller, the Director of Fiscal Operations, or the Director of Treasury Operations.
All Other Disbursements and Journal Vouchers If the payment or transaction is greater than $1,000,000, the transaction must have an additional level of on-line approval by the Controller, the Director of Fiscal Operations, or the Director of Treasury Operations.

 

Last Updated: 03/17/03