Administration and Finance
 
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Administration and Operations Manual

2.02 Authority to Approve Financial Documents

Last Revised: 25 Oct 2011
Refer Questions To: Executive Director, Finance

Scope

This policy applies to all offices and divisions of Gallaudet University.

Policy

All obligations and disbursements of institutional funds must be made with proper authority. Administrative officers are responsible for delegating signature authority in a manner that preserves and protects the financial welfare of the University. Authority to approve financial commitments of institutional funds is usually delegated in the manner described below.
The administrative officer may delegate signature authority at a higher level as appropriate.

Signature authority is subject to review by the director of Audit and Management Advisory Services. Signature authorization forms must be approved by the administrative officer and must be on file in the Office of the Executive Director, Finance (Controller).

Purchase Order Requisitions, Check Requests, Interdepartmental Invoices, Travel Documents, Purchase Card Purchases:

  • The signature of the administrative officer is required on documents when the cost is $25,000 or more, and on international travel documents.
  • The signature of the senior administrator is required on documents when the cost is $10,000 to $24,999.
  • The signature of the unit administrator is required on documents when the cost is $500 to $9,999, and on domestic travel documents.
  • A duly appointed representative may be authorized by the unit administrator to sign documents when the cost is under $500.

Personnel Requisitions:
The signatures of the unit administrator and senior administrator are required on all Personnel Requisitions. The signature of the Director of Equal Opportunity Programs is required before a job may be offered.

Personnel Action Forms:
Personnel Action Forms for salary obligations or other changes must be approved by the unit administrator, the senior administrator, and Human Resources Services.

Special Personnel Action Forms:
Special Personnel Action Forms must be approved by the unit administrator, the senior administrator, and Human Resources Services.

Bi-weekly Payroll Worksheets and Verifications:
The signature of the unit administrator, senior administrator, or administrative officer is required.

Budget Revisions:
The signature of the administrative officer or senior administrator is required to move funds within and between units under their control.

Educational Assistance/Tuition Waiver/Tuition Assistance:
Requests for educational assistance and tuition waiver must be approved by the unit administrator and Finance Office. Tuition waivers must also be approved by the designated registration official(s). Tuition waivers for self-supporting programs must be approved by the unit administrator of the program. Tuition Assistance is approved by the Finance Office.

Contracts/Consulting Agreements:
Contracts and consulting agreements must be approved by the senior designated purchasing official(s), the Vice President for Administration and Finance, or the President.

Purchase Orders:
Purchase orders must be approved by the senior designated purchasing official(s), the Executive Director, Finance, the Vice President for Administration and Finance, or the President.

Checks and Electronic Fund Payments :
Checks may be signed only by a person(s) specifically designated by the Board of Trustees.

Other:
All other documents are normally approved by the unit administrator, senior administrator, and/or administrative officer. For information regarding petty cash, refer to the Petty Cash policy.

The signature of the next higher level of management, or the Executive Director, Finance (Controller), is normally required on all documents authorizing a payment to or expense for an individual with signature authority. A unit administrator, senior administrator, or administrative officer may authorize personal petty cash reimbursement for an expense not exceeding $100 as long as the request is accompanied by a receipt.

Approved by: Gallaudet University Board of Trustees
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