Approver Responsibilities
Responsibilities Include
The purpose of these guidelines is to define the responsibilities of Department Chairs, Line Officers and Department Managers who approve departmental budgets and financial transactions.
Approving
- Invoices
- Standard engagement contracts (SEC)
- Expenses including: Pcard expenditures, expense reports, reimbursements
- Journal entries (JE’s) – moving funds within the College
Approving includes verifying
- Expenditure are appropriate
- Money is available in the budget
- The Worktags are correct
- Original receipts and documentation are attached
- Invoice scans are submitted for payment
- Valid descriptions are included
- Refer to IRS pub 463 for travel & entertainment reporting
- Debarred vendors are not engaged when procuring equipment over $25,000 when spending funds from federal grants (Grant PI’s only). Refer to the Debarred Vendor Policy to verify
Tracking budget includes
- Reviewing budget reports
- Investigating unknown transactions
- Initiating journal entries for corrections and/or funds transfer
Guidelines for Designated Approval Levels by Dollar Amount and Job Title
- $ 1,000 (Academic Coordinator, Administrative Assistant)
- $ 5,000 (Academic Chair, Administrative Specialist)
- $15,000 (Assistant Director, Director, Assistant V.P.)
- $30,000 (Senior Leader)