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Sep 26, 2022
Administration and Operatio...
2.02 Authority to Approve Financial Documents
College Hall 106
Last Revised: 8 May 2020
Refer Questions to: Finance Office
This policy applies to all offices and divisions of Gallaudet University.
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 delegated in the manner described below.
Administrative Officer: The President, Vice-President or C-Level Executive.Senior Administrator: Dean, Associate Provost, Executive Director, or Director who reports directly to an Administrative Officer. Unit Administrator: Director, Manager, or Department Head who reports directly to a Senior Administrator. Budget Unit Head: Administrative officer, senior administrator, and unit administrator, if delegated, with authority to approve documents when the cost is $10,000 or more.The administrative officer may delegate signature authority at a higher level as appropriate.Signature authority must be approved by the administrative officer. The Finance Office has the responsibility and control over the paper and electronic records of such approval. Such records are subject to internal review and external audit.
Purchase Order Requisitions, Check Requests, Interdepartmental Invoices, Travel Documents, Purchase Card Purchases
Position RequisitionsThe signatures of the unit administrator, senior administrator and administrative officer are required on all Position Requisitions. The signature of the Director of Equal Opportunity Programs is also required before a job may be offered.Personnel Action FormsPersonnel Action Forms for salary obligations or other changes must be approved by the unit administrator, the senior administrator, and Human Resources. The administrative officers may request to approve the forms for their divisions.Special Personnel Action FormsSpecial Personnel Action Forms must be approved by the unit administrator, the senior administrator, and Human Resources. The administrative officers may request to approve the forms for their divisions. Bi-weekly Payroll ReviewThe approval of the department head is required.Budget RevisionsThe 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 AssistanceRequests 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 AgreementsContracts and consulting agreements must be approved by the senior designated purchasing official(s), Chief Financial Officer or designee, or the President.Purchase OrdersPurchase orders must be approved by the senior designated purchasing official(s), Chief Financial Officer or designee, or the President.Checks and Electronic Fund PaymentsChecks may be signed only by a person(s) specifically designated by the Board of Trustees.OtherAll 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 Chief Financial Officer or designee, 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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