Signature Authorization

Department heads have authority over and accountability for the funds in their department budgets. Department heads must follow specific guidelines to delegate this authority to other employees.

Who can authorize expenditure of department funds?

• Department heads can authorize the spending of department funds.
• Department heads can also delegate authority for departmental funds to other employees. These employees must:
  • Be directly involved in the transaction
  • Have a working knowledge of UCSD's budget process
  • Understand UCSD's electronic processes and forms related to expenditures
  • Have the authority to prohibit expenditures if necessary

Note: Employees who have been delegated authority to approve expenditures cannot approve payments to themselves, nor can they delegate their authority to other employees.

How can department heads delegate spending authority to other employees?

• For Oracle, Concur and Payment Request in Services & Support, department heads communicate spending authority to their Financial Unit Approver.

Which transactions can be completed by employees with delegated authority?

An employee with delegated authority can complete these transactions:

• Non-PO Payments
• Invoices
• Travel
• Entertainment payments (follow guidelines for Approving Entertainment and complete the Approval Authority Form for Standard Entertainment). For more information on Concur Approvals, review the Concur Approvals Overview Blink page.

Note: Employees who have been delegated authority to approve expenditures cannot approve payments to themselves, nor can they delegate their authority to other employees.

How are additional approvers assigned?

An alternate authorization establishes a secondary method of approval so:

• Financial transactions can be processed at times when the assigned primary authority is unavailable
• Employees assigned with primary authority don't authorize their own reimbursements, entertainment, or travel expenses.
• Employees don't authorize entertainment expenses for a direct superior

To establish multiple approvers for each financial unit, an Oracle and Concur Role Request form must be submitted through Services and Support.

Note: Employees selected as alternates to authorize financial transactions should be academic vice-chairs, staff members in the professional series, or staff holding other comparable positions.

What happens when delegation of authority changes?

• Change positions entirely
• Increase or decrease their responsibilities
• Terminate their employment with UCSD

Department heads must notify their BUMT Administrator when changes in delegation of authority occur, so the approver can be removed and replaced.

Notice: Accounting Manual D22-4-17: Delegation of Authority is the source for this policy.