The CO is creating an updated FDW report, but it is not yet available.

Until that report is available, you can run the SA_DOA360_APPROVER_INQUIRY_PUB report out of CFS. This report is customizable by DeptID, Fund, Project, and even Approval Level!

• Your role should not be taken lightly
• It requires that you have or obtain specific knowledge
• It is required to maintain compliance with CSU policies and procedures and act as good stewards of our financial resources
• It is a structural component of our financial systems and processes
• It should be used to determine whether expenditures support the University’s mission and are within your budget authority

If your area has experienced personnel changes that require adding or updating Delegated Approvers, please submit a CARS Request using the following link: https://onbase.csus.edu/

Step-by-step instructions are available here: https://www.csus.edu/information-resources-technology/accounts-access/cars-requesters-roles.html#enter-a-cars-request

• Choose the role(s) needed in each of the 3 tabs
  • Choose Add or Remove from in the action column
  • Pick the role(s) needed from the role type column
  • Include any notes or special instruction
  • If user needs Delegation of Fiscal Authority(DOA) authorizations, select Yes from the dropdown for "Add Delegation of Fiscal Authority" and proceed with the following:
    • CFS:
      1. Add
      2. Pick Business Unit from Drop Down
      3. Pick Chartfield type from Drop down
      4. Enter Chartfield you are requesting DOA for
      5. Pick Authority Level from Drop down
      6. Click the boxes for DOA items: Hospitality, Jagger, Expenditure Transfer, Budget Transfer, Other
    • Concur:
      1. Add
      2. Pick Business Unit from Drop Down
      3. Pick Chartfield type from Drop down
      4. Enter Chartfield you are requesting DOA for
      5. Pick Approval Order from Drop down
      6. Click the boxes for DOA items: Travel Expenditure, Travel Request, ProCard
  • Save the form by clicking Submit at the bottom of the form.

The current system is only showing JGS as the authority level. We are working with the CO to update the other areas of approval. We will be uploading that data as soon as the CO updates our configuration.

• We expect that to happen for Hospitality, Expenditure Transfers, Budget Transfer, and Other by the end of January.
• Concur items will most likely be updated in February. We will keep you updated on Travel Expenditure, Travel Request, and ProCard approval uploads once finalized.

• Financial Services will be using the old DART data for Concur approvals and will be using the Jaggaer approvers in CFS for all other items for the time being.
• BPA is using Jaggaer approval levels for Budget Transfers moving forward.

Foundation Account DOA has been updated in CFS.

• The majority of X-Fund DOA’s decided not to enter individual fund authority during the mass upload.
• X-Funds that do not have fund specific DOA will have items approved via the Dept ID DOA’s.
• If an area wants their X-Funds to have fund specific DOA, they will need to request this from their VP’s office.
  • The department will need to fill out the template, on the DOA website, with all 5 levels of approval per fund and then send it back to the VP’s office for them to validate.
  • Once validated the form can be sent to the VP/CFO’s office as they are the DOA administrators.
  • This can only be done for X-Funds that do not have fund specific approval and cannot be used for updates or changes to current DOA.

• Purchase of Goods or Services
  • Example – software, independent contractor services, subscriptions, supply orders, hospitality expenses, etc.
• Travel
  • Example – travel requests (trip plan) or travel expense report (trip costs)
• ProCard Transactions
  • Example – goods or services that are compliant with the Procurement Credit Card Procedures. Generally low dollar, high volume activity.
• Other
  • Example - Charge Authorization Forms (CAF) for campus service requests, journal entry requests to Financial Accounting and Reporting

Foundation Account DOA has been updated in CFS.

• The majority of X-Fund DOA’s decided not to enter individual fund authority during the mass upload.
• X-Funds that do not have fund specific DOA will have items approved via the Dept ID DOA’s.
• If an area wants their X-Funds to have fund specific DOA, they will need to request this from their VP’s office.
  • The department will need to fill out the template, on the DOA website, with all 5 levels of approval per fund and then send it back to the VP’s office for them to validate.
  • Once validated the form can be sent to the VP/CFO’s office as they are the DOA administrators.
  • This can only be done for X-Funds that do not have fund specific approval and cannot be used for updates or changes to current DOA.

OnBase’s Expenditure Transfer form is currently down, and at this time will be down until the end of January. Once the form is updated, the DOA will have to approve the transaction in OnBase.

• Individuals submitting transfers and other requests outside of Concur or Jaggaer, will be required to have an email or documentation from an approver attached to the submission.
• A person cannot be the requester/submitter and the DOA.
• The Requester/Submitter is the person who sends the request to Financial Services/BPA Teams.
• Non-Jaggaer and Concur requests can be submitted/requested to Financial Services teams by anyone, but all requests must have appropriate DOA approvals. The approver must reply with approved.

• Reminder that even the lowest DOA level must have budget approval authority from their VP’s office.
• DOA levels are part of employment position and classification codes. Level 4 must be MPP or Academic Equivalent and Level 5 can be non-MPP employees. Employees taking on DOA roles do also take on the equivalent financial risk and should be aware and prepared for the individual risks.
  • Position Levels and Approval Levels Should Align.
    • If you are an Analyst, your approval level should be 5.
    • If you are an AVP your approval level can be up to level 3.
    • Divisions can decide to make the levels more strict, but they cannot give a person in a level 5 position higher than level 5 approver ability.

• DOA amounts were updated by a CSU wide Policy. Those amounts are in the table above.

• There are three types of DOA: DeptID, Fund, and Project.
  • SACST is currently only using DeptID and Project
  • SAFDN is currently only using DeptID and Fund
  • SACPR is only using DeptID.
• The types have a hierarchy.
  • The system will first look to see if the item has a Project DOA, if it does then that DOA will be who must make a decision.
  • If no Project Code is provided, and most items not in Facilities will not have Project codes, the system will look to see if the Fund assigned has DOA established.
  • If the Fund does have DOA established, then the Fund DOA’s regardless of Dept ID will be used.
  • If it does not, then the Dept ID will be used to determine DOA.