Administration & Finance

A&F SERVICES

Campus Administrative Policies

Delegation of Fiscal Authority (DOA)

The Chancellor’s Office 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.

Delegation of Fiscal Authority

An individual with Delegation of Fiscal Authority has been designated to review and approve transactions and authorize the expenditure of monies. This delegation is tied to an individual’s role within the organization and comes with the responsibility to:

  • Understand the expense/purchase and ensure information/supporting documents are complete.
  • Ensure the transaction is allowable, reasonable, accurate, justified, and complies with all applicable rules, guidelines, and policies.
  • Verify the charge utilizes the correct chartfield(s).
  • Ensure adequate funds are available to cover expenses and, if a multi‐year commitment, that budget plans are fiscally sound and sustainable.
  • Verify the funding source is appropriate for the expense and complies with any applicable sponsored project/grant/donation.

DOA Applications

The DOA module has been implemented in CFS for initial use for CSUBUY Procure to Pay (P2P) goods and services transaction approval. The DOA approver’s workflow step will be completed after the request for purchase is made in CSUBUY P2P and before procurement occurs.

The following structure acts as the basis for assignment of fiscal authority for departments:

Level Level definition Role/Titles Approval Authority Limits
1 Individual with oversight of campus Chief Financial Officer CSUBUY - 1 million + , by deptid(s)
2 Individuals with oversight of divisions Provost, Vice President, Vice Provost, Executive Director, or CFO Designee CSUBUY- Up to $1M , by deptid(s)
3 Individuals with oversight of College/Unit Deans, Associate Vice President (AVP), College Resource Officers, Athletic Directors, Vice Provost (Admin II & III) CSUBUY- Up to $500k , by deptid(s)
4 Individuals with delegated authority to spend from and manage approval budgets MPP- (Admin I & II), Department Chair/Head* CSUBUY- Up to $250k , by deptid(s)
  • *University Campus Program fund approvers can be individually delegated for each UCP fund aligned with current fund authorizations
  • **CSUBUY E-Marketplace is separate from CSUBuy Procure to Pay (P2P) and is still available for P-Card holders to purchase goods & services according to P-Card policies

Adding or Updating DOA Access

CSUBuy P2P DOA access can be added or updated with the submission of a Jira ticket HERE. Please be sure to include the acting manager on the ticket assigned as the approver.

CSUBuy Emarketplace is not included in the current CSUBuy P2P DOA structure and does not require a Jira ticket for updates and/or issues. CSUBuy Emarketplace issues and questions can be sent to csubuy@calpoly.edu.