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Delegation of Fiscal Authority

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Overview

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.

This site outlines the policies and procedures related to fiscal delegation as governed by CSU Executive Order 1000. It ensures proper internal controls and responsible financial management at Cal State Fullerton.

An individual with Delegation of Authority (DOA) has been designated to review and approve transactions and authorize the expenditure of monies. This delegation is tied to an individual’s role and responsibilities within the organization. Signature authority is granted by fund or department ID. 

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Authority & References

Delegated Responsibilities & Expectations

The President, CFO, and designated administrators are responsible for fiscal decision-making within defined authority levels.

  • President: Ultimate fiscal authority and compliance oversight.
  • CFO: Policy implementation and monitoring.
  • Delegates: Authorized personnel by role and unit.

Key Responsibilities and Financial Stewardship Expectations

  • Understand the Nature of the Expense: Ensure you comprehend the purpose and justification for each purchase or expense. All transactions must be accompanied by complete and appropriate supporting documentation.
  • Validate Funding Source Accuracy: Confirm that the expense is charged to the correct campus chartfields and funding source. This ensures proper accounting alignment and transparency.
  • Assess Fund Availability and Sustainability: Verify that sufficient funds are available to cover the immediate cost. For multi-year financial commitments, evaluate the long-term budget sustainability and alignment with fiscal planning.
  • Ensure Compliance with Spending Guidelines: Confirm that the selected funding source is permissible for the type of expense, particularly when student fee revenue is involved. Adhere to all relevant CSU and campus-specific policies and restrictions.

The Importance of Your Fiscal Role

  • Uphold Stewardship and Accountability: Your role carries significant responsibility and should not be taken lightly. You are a key contributor to maintaining financial integrity across the institution.
  • Maintain and Apply Financial Expertise: This role requires that you either possess or actively acquire knowledge of CSU fiscal policies, procedures, and funding rules.
  • Ensure Compliance and Ethical Standards: Compliance with all CSU financial regulations is essential. Your actions should reflect the highest standards of accountability and ethical stewardship.
  • Support Structural Financial Processes: Your contributions are a vital part of the university’s financial systems and operational processes, ensuring decisions are sound and well-documented.
  • Align Expenditures with Strategic Goals: Expenditures should advance the University's mission and fall within the scope of your budget authority. Your review helps ensure that spending aligns with institutional priorities.
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Additional Information

Level Definitions and Titles

The following structure was approved by our campus cabinet on [Month Day, Year]. It will act as the basis for assignment of fiscal authority for departments and related financial systems and transactions.

Level Level Definition Example Roles/Position Authority Limit
1 Individuals with oversight of campus and auxiliaries President, Vice President for Administration and Finance/CFO $5,000,000+ and above
2 Individuals with oversight of divisions or auxiliaries Provost, Deputy Provost, Vice President/Division Head, Chief of Staff $500,000+ up to $5,000,000
3 Individuals with oversight of sub-divisions or colleges Dean, Associate Dean, Senior Associate Vice President, Associate Vice President, Assistant Vice President, Chief of Operations, Executive Director, Chief of Police, Director of Athletics, Controller $100,000+ up to $500,000
4 Individuals with delegated authority to spend from and manage approved budgets Department Chair, Project Director, Senior Director, Director, Associate Director, Manager, Academic Resource Manager, Budget Manager, Faculty Management Personnel (MPP) Up to $100,000

It is recommended to have at least two (2) people listed as DOA for Levels 3 and 4, a anyone initiating a P2P transaction cannot also be the DOA approver for that transaction. 

DOA updates are processed [weekly, monthly, etc], every [Day] morning. 

The Approving Authority for all DOA request must (1) be a Level 4 or above, and (2) have hierarchical approval for the designee. 

Type of Transaction

The DOA structure will include the following types of transactions:

  • Purchase of Goods and Services (JGS): Authorized delegates may serve as the final approval authority on the purchase of software, independent contractor services, subscriptions, supply orders, and other transactions that will have an impact on a department/fund's budget. These types of transactions are abbreviated in the DOA Module as JGS. JGS transactions are not limited to those involving purchase order and Card purchase reconciliation and do include purchases made with a Direct Pay.
  • Hospitality (HO): Authorized delegates may serve as the final approval authority on hospitality purchases for a university hosted event. These types of transactions are abbreviated in the DOA Module as HO.
  • Transaction Request (TR): Authorized delegates may serve as one of the approvers on travel requests that are reimbursable by specific department funds. These types of transactions are abbreviated in the DOA Module as TR.
  • Transaction Expense (TE): Authorized delegates may serve as one of the approvers on travel expense reimbursements to travelers, when reimbursable by specific department funds. These types of transactions are abbreviated in the DOA Module as TE.

DOA Request Form

  1. Complete Delegation of Authority [campus] form.
  2. Submit to [campus security] to add CFS DOA role (CFSCSU_FS_JG_DOA_Approver).
  3. Added by Finance into CFS DOA Module.
  4. Requires overnight sync between CFS & CSUBUY P2P.
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Policy Overview

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