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Delegation of Fiscal Authority

Operations Support & Innovation

Purpose

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 CSU Monterey Bay.

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.

 

 

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.
  • 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.

Delegation Matrix

Level

Example Roles/Position

Authority Limit

1

President; Designated Chief Financial Officer

$5,000,001 and above

2

Other Vice Presidents 

$500,001 - $5,000,000

3

Deans, Associate Vice Presidents, Vice Provosts

$100,001 - $500,000

4

Management Personnel (MPP) or Academic Equivalents

$5,001 - $100,000

5

Non-MPP Leads, Department Chairs, Fiscal Analysts, or Administrative Support personnel

Up to $5,000

Level

Example Roles/Position

Authority Limit

1

President; Designated Chief Financial Officer, Secretary/Treasurer

$5,000,001 and above

2

Associate Executive Director 

$500,001 - $5,000,000

3

Deans, Department Heads 

$100,001 - $500,000

4

PIs/Department Managers

$5,001 - $100,000

5

Department Chairs/Admins

Up to $5,000

Level

Example Roles/Position

Authority Limit

1

President; Designated Chief Financial Officer

$5,000,001 and above

2

VPUA

$500,001 - $5,000,000

3

Department Heads/Director of Financial Aid/Corporation Controller

$100,001 - $500,000

4

Stateside Management Personnel (MPP) 

$5,001 - $100,000

5

Admins

Up to $5,000

Level

Example Roles/Position

Authority Limit

1

President; Designated Chief Financial Officer

$5,000,000 and above

2

VP EMSA

$500,001 - $5,000,000

3

OSU Director

$100,001 - $500,000

4

Associate Directors

$5,001 - $100,000

5

Admins

Up to $5,000
  1. Complete Delegation of Authority form [coming soon].
  2. For Stateside submit to osi@csumb.edu to add CFS DOA role (CFSCSU_FS_JG_DOA_Approver).
  3. For Auxiliary units submit to ucorp_accounts_payable@csumb.edu
  4. Added by the OSI Department into CFS DOA Module for Stateside.
  5. Added by the Corporation Accounting Department into CFS DOA Module for Auxiliary units. 
  6. Requires overnight sync between CFS & CSUBUY P2P.