Delegation of Authority

What is Delegation of Authority?

Defines who can sign for the purchases of goods and services in CSUBuy in addition to Travel and Expense (Concur). 

What is a Delegated Approver?

A person within the Delegation of Authority (DOA) has the permission to review and approve transactions, or who can authorize the expenditure of monies.  

What are the responsibilities of a delegated approver?

  • 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 expense and complies with any applicable sponsored project/grant requirements.

How is DOA Assigned?

DOA definitions and assignments were established by the Finance Business Rules Committee (FBRC). This committee created a standardized delegation structure comprised of Person Record, Level Definition, and Transaction Type. The levels of authority are defined below.

CSUBuy

Approval Level Level Definition Title Max Limit
1 Individual with oversight of campus and auxiliaries
  • President
  • Chief Financial Officer (with presidential approval as designee)
 $5,000,000+ and above
2 Individuals with oversight of divisions or auxiliaries
  • Provost
  • Vice Presidents
 $500,000+ up to $5,000,000
3 Individuals with oversight of sub-divisions or colleges
  • Deans 
  • Associate Vice Presidents 
  • Assistant Vice Presidents
  • Associate Provost
  • Associate Director
  • Vice President
  • Vice Provost
  • Director
  • Executive Director
  • Assistant Director
 $100,000+ up to $500,000
4 Individuals with delegated authority to spend from and manage
approved budgets
  • Associate Dean
  • Associate Director
  • Grant Administrators (GA's)
 $5,000+ up to $100,000
5 Individuals who process, monitor, and execute expenditure
transactions on behalf of higher authority
  • Non-MPP
  • Fiscal Analysts
  • Administrative Support Personnel
 Up to $5,000

Travel & Expense (Concur)

Approval Order Level Definition Title
Primary Individuals with delegated authority to spend from and manage
approved budgets
  • Management Personnel (MPP) or Academic Equivalent
  • Department Chairs
  • Faculty Directors
  • Associate Deans
  • Directors
  • Fiscal Officers (Budget/Business Managers)
Secondary Individuals who process, monitor and execute expenditure
transactions
  • Non-MPP
  • Fiscal Analysts
  • Administrative Support Personnel

How do I obtain and/or update DOA for my Departments?

As a part of the Procure to Pay (P2P) implementation in CSUBuy, the implementation team utilized the past DOA forms to assign the proper individuals within each of the DOA levels. If you need to update existing DOA, please work with your department approving authority within your division to complete the Delegation of Authority (DOA) and Concur Approval form within Adobe Sign. Please note that for ORSP awards, you will need to utilize the ORSP version of the form.

If you are a new employee or an employee who was not previously assigned DOA, you will need to work with your department to obtain access to required systems by completing the following CFS/CSUBuy Access Request Form.


What if I have a general question regarding DOA?

Any questions related to DOA, you can email Yessica Gonzalez Gudino (yessicagonzalez@sfsu.edu) for DOA status inquires or Joey Bondoc (jgbondoc@sfsu.edu) for OnBase imaging questions.