Controls & Accountability

Common Approval Types and Policies

The approvals required for University actions (personnel, payroll, and business transactions) or forms have a specific purpose. The following types of signatures are most commonly required:

  • Approves an action on the basis of delegated authority. The approval authority must have personal knowledge of the action or a system of internal procedures that provides for review of the action by a responsible subordinate.
  • Acknowledges that the information has been read and understood or that he/she is aware that an action has been taken or will take place.
  • Certifies that an action is necessary and appropriate or has occurred and that the information is correct and true.
  • Concurs that action is appropriate or the description of a situation/action/transaction is appropriate.

Business/Financial Transactions

Action Required Signatures Relevant Policy
Budget Adjustment
  • Department head/designee approves (base and current budget)
  • Dean/Vice Chancellor approves (base budget)

PPM 330-24

PPM 330-26

Campus Gift Acceptance
  • Department head/designee certifies
PPM 260-25
Requisition
  • Department head/designee approves

PPM 350-21

PPM 350-10

Distribution of Expense
  • Department head/designee approves
PPM 330-63
Entertainment Expense Voucher (Disbursement Voucher)
  • Employee certifies
  • Department head/designee approves
PPM 330-80
Equipment Inventory Transactions
  • Department head/designee approves
PPM 350-60
General Error Correction
  • Department head/designee approves
PPM 330-63
Payment Request (Payment Request or Disbursement Voucher, including travel advance)
  • Department head/designee approves
Salary Expense Transfer
  • Department head/designee approves
PPM 330-63
Service Department Requisition
  • Department head/designee approves
Space Request Form
  • Dean/Vice Chancellor approves
PPM 360-21
Travel Expense Voucher (Disbursement Voucher)
  • Employee certifies
  • Department head/designee approves
PPM 300-10

Payroll/Personnel Transactions

Action Required Signatures Relevant Policy
Dismissal
  • Department head/designee approves
UC PPSM 62
Employee Performance Appraisal Report (EPAR)
  • Employee acknowledges
  • Supervisor certifies
  • Department head/designee concurs
UC PPSM 23
Employee-Student Reduced Fee Authorization
  • Employee acknowledges
  • Supervisor approves
UC PPSM 51
Employer's Report of Occupational Injury/Illness
  • Employee certifies
  • Department head/designee acknowledges
PPM 370-20
Layoff
  • Department head/designee approves
UC PPSM 60
Overtime Authorization
  • Employee certifies
  • Department head/designee approves
UC PPSM 32
Payroll time reporting
  • Department head/designee approves
UCOP P-196-13
Position Description
  • Employee acknowledges
  • Supervisor certifies
  • Department head/designee concurs
UC PPSM 36
PPS/OPTRS/PPS DS Access/Change Application
  • Employee certifies
  • Supervisor approves
PPM 330-10
Probationary Period Report
  • Employee acknowledges
  • Supervisor certifies
UC PPSM 22
Probationary release
  • Employee acknowledges
  • Supervisor approves
  • Department head/designee approves
UC PPSM 61
Sabbatical Leave/Special Leave of Absence
  • Employee certifies
  • Department head/designee approves
  • Dean/Vice Chancellor approves
UC PPSM II-50
Summary of Accomplishments (EPAR)
  • Employee certifies
UC PPSM 23
Timesheet Reporting (vacation, sick leave, etc.)
  • Employee certifies
  • Supervisor approves
UCOP P-196-13
Unemployment Insurance Termination Report
  • Employee acknowledges
  • Supervisor certifies
  • Department head/designee certifies
UCOP P-196-77-5
Vacancy Listing
  • Department head/designee approves
All other personnel actions not listed above
  • Employee acknowledges
  • Department head/designee approves

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Controls & Accountability