CSU Delegation of Authority [DOA] Standard

The DOA structure below has been established in support of SJSU's migration to CSUBuy, anticipated to go-live in January 2026.

Background

The Chancellor’s Office [CO] formed the Financial Business Rules Committee [FBRC] to identify a baseline delegation of authority structure for the CSU. This committee, composed of campus and CO representatives, was charged with developing this standard for approval of financial transactions. See the CSYou Delegation of Authority webpage for more information about this collaborative effort.

The policies and procedures related to fiscal delegation as governed by CSU Executive Order 1000 are implemented at SJSU to ensure proper internal controls and responsible financial management of the university.

Delegation of Fiscal Authority

An individual with Delegation of Fiscal Authority has been designated to review and to approve transactions and authorize the expenditure of monies. This delegation is tied to an individual’s role within the organization.

The President, CFO, and designated administrators are responsible for fiscal decision-making within defined authority levels.Hierarchy of fiscal authority

Delegated Responsibilities and Expectations

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

Delegation Matrix

The following structure acts as the basis for assignment of fiscal authority for departments.

Planned DOA Structure for SJSU [from highest to lowest]

Level Level Definition Example Roles/Positions Approval Authority
$ Limit *
1 Individual with oversight of campus Chief Financial Officer $1,000,000+
2 Individual w/ oversight of divisions Provost, Vice President, Vice Provost, or CFO Designee Up to $1,000,000
3 Individuals w/ oversight of College/Unit Deans, Associate Vice Presidents (AVP), Executive Directors, Directors, DROs (Admin II & III) Up to $500,000
4 Individuals w/ delegated authority to spend from and manage approval budgets MPP (Admin I & II), Department Chairs/Heads Up to $250,000

* The DOA module will be implemented in CFS for initial use for CSUBUY Procure to Pay [P2P] goods and services transaction approval, by deptid[s]. The DOA approver’s workflow step will occur after the request for purchase is made in CSUBUY P2P and before procurement occurs.

Role of Designated Administrators

Designated administrators play an important role in fiscal authority of the university, namely:

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.

 

Authority and References