Last updated 11/06
College-level approval is required for the following documents and/or electronic transactions:
* gift reports
* travel authorizations (to be submitted in advance of the trip) and travel expense reports for unit heads' travel.
* check requests for reimbursements to unit heads (University or Foundation check requests)
* RFAAs of pre-9/30 transactions submitted from 9/1 to 6/30 which involve 13xxxx accounts or those in the ranges of account numbers from 570100 to 570999 and 571180-572999. Such RFAAs are not allowed by College policy after 9/30 because they affect our auditable federal financial reports. Also, because transactions submitted during the month of September may or may not get into FRS by month-end, we need to see all expense transfers submitted during September, so they may be properly accounted for on our federal reports. Certain exceptions to the 9/30 deadline may be approved by CALS Administrative Services (via a College level signature) for a limited time between 9/30 and the time when federal reports are submitted.
* budget changes involving any budgeted accounts (12xxxx and 13xxxx)
* Sponsored projects proposal budgets and routing sheets
* ALL documents related to personnel on ANY account (position descriptions, Career Track job postings, Hiring/Appointment Forms, PAFs, PCFs, Budget Changes, Payroll Expense Transfers, Termination Forms, Supplemental Compensation forms, etc.), must be signed at the College level EXCEPT FOR THE FOLLOWING:.
(1) Student employee paperwork: Position descriptions, Hiring/Appointment forms, PAFs and PCFs for student employees in groups A, B, and C may bypass College-level signature. Please note this exception does NOT apply to Budget Changes. BUDGET CHANGE FORMS INVOLVING BUDGETED FUNDS (12xxxx and 13xxxx accounts) ALWAYS REQUIRE COLLEGE-LEVEL SIGNATURE.
(2) Graduate assistant/associate hiring paperwork may bypass College-level signature UNLESS the paperwork requires a Budget Change (i.e., funding is being provided from a budget line outside the hiring department or from a budget line within the hiring department with an object code other than 1190). BUDGET CHANGE FORMS INVOLVING BUDGETED FUNDS (12xxxx and 13xxxx accounts) ALWAYS REQUIRE COLLEGE-LEVEL SIGNATURE.
(3) Graduate assistant/associate supplemental compensation paperwork may bypass College-level signature, provided the pay rate for supplemental compensation is the hourly equivalent of the graduate stipend rate.
* IAP-66 forms, if financial support will be provided from a UofA account number (your proposed rate of pay must be approved by CALS Administrative Services before you submit that form).
CALS Administrative Services signature is ALWAYS required for transactions involving accounts belonging to the Administrative units of the College (departments 0152, 0101, 2401, 1501, and 9978).
NOTE: There is occasionally confusion within central
administrative units of the University regarding the level of signature
authority for The Directors (and their designees) of the
Each CALS unit may identify authorized approvers to be displayed on FRS screen 09X. However, the college requires that employees of CALS Administrative Services also be designated as authorized signers on every CALS account. Four college-level signers will be designated on every CALS account as authorized signers #4, 5, 6, and 7, unless the department business officer makes other arrangements with CALS Administrative Services. Note that the individuals designated as authorized approvers #1, 2, and 3 should be individuals who are aware of the business rules of the institution. University policy requires that financial transactions be both authorized by the Responsible Person or their designee from a programmatic standpoint; and approved by one of the FRS account approvers shown on FRS screen 09X from the standpoint of fiscal compliance.
College level authorization is NOT required for the following types of documents and on-line transactions (assuming NO funding from College administration accounts):
* travel authorizations (except for unit heads’ travel)
* travel expense reports (except for unit heads' travel)
* check requests (except for reimbursements to unit heads from university or foundation funds)
* RFAAs (except those submitted after 8/31 which involve pre-9/30 transactions on 13xxxx accounts, 570100-570999 accounts, or 571180-572999 accounts)
* IDBs
* on-line requisitions
* payroll rosters, PUTRs, POPRs
* paperwork for employment of STUDENT groups A, B, C--- position descriptions, Hiring & Appointment forms, PAFs, and PCFs
* hiring paperwork for graduate assistants/associates when no Budget Change is required; and supplemental compensation paperwork for graduate assistants/associates when the pay rate is the hourly equivalent of the graduate stipend rate.
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Go to the CALS Home Page: http://ag.arizona.edu or
Go to the CALS Administrative Services Home Page: http://ag.arizona.edu/aas/home/