{"id":11985,"date":"2026-07-09T19:23:58","date_gmt":"2026-07-09T19:23:58","guid":{"rendered":"https:\/\/www.macalester.edu\/business-services\/?page_id=11985"},"modified":"2026-07-09T19:26:46","modified_gmt":"2026-07-09T19:26:46","slug":"approver-responsibilities-2","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/policies\/approver-responsibilities-2\/","title":{"rendered":"Approver Responsibilities"},"content":{"rendered":"<h3 class=\"wp-block-heading\">Responsibilities Include<\/h3>\n\n\n\n<p><strong>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.<\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Approving<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Invoices<\/li>\n\n\n\n<li>Standard engagement contracts (SEC) <\/li>\n\n\n\n<li>Expenses including: Pcard expenditures, expense reports, reimbursements<\/li>\n\n\n\n<li>Journal entries (JE&#8217;s) &#8211; moving funds within the College<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Approving includes verifying<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Expenditure are appropriate<\/li>\n\n\n\n<li>Money is available in the budget<\/li>\n\n\n\n<li>The Worktags are correct<\/li>\n\n\n\n<li>Original receipts and documentation are attached<\/li>\n\n\n\n<li>Invoice scans are submitted for payment<\/li>\n\n\n\n<li>Valid descriptions are included<\/li>\n\n\n\n<li>Refer to<a class=\"external\" href=\"https:\/\/www.irs.gov\/publications\/p463\/\"> IRS pub 463<\/a> for travel &amp; entertainment reporting<\/li>\n\n\n\n<li>Debarred vendors are not engaged when procuring equipment over $25,000 when spending funds from federal grants (Grant PI\u2019s only). Refer to the <a class=\"more www\" href=\"https:\/\/www.macalester.edu\/grantsaccounting\/policies\/debarred-vendor-policy\/\">Debarred Vendor Policy<\/a> to verify<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Tracking budget includes<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reviewing budget reports<\/li>\n\n\n\n<li>Investigating unknown transactions<\/li>\n\n\n\n<li>Initiating journal entries for corrections and\/or funds transfer<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Guidelines for Designated Approval Levels by Dollar Amount and Job Title <\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>$  1,000 (<span style=\"color: initial\">Academic Coordinator<\/span>, <span style=\"color: initial\">Administrative Assistant<\/span>)<\/li>\n\n\n\n<li>$  5,000 (Academic Chair, Administrative Specialist)<\/li>\n\n\n\n<li>$15,000 (Assistant Director, Director, Assistant V.P.)<\/li>\n\n\n\n<li>$30,000 (Senior Leader)<\/li>\n<\/ul>\n\n\n\n<p><\/p>","protected":false},"excerpt":{"rendered":"<p>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 Approving includes verifying Tracking budget includes Guidelines for Designated Approval Levels by Dollar Amount and Job Title<\/p>","protected":false},"author":44,"featured_media":0,"parent":215,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-11985","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/11985","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=11985"}],"version-history":[{"count":4,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/11985\/revisions"}],"predecessor-version":[{"id":12231,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/11985\/revisions\/12231"}],"up":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/215"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=11985"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}