Signature Flow for Paperwork that Impacts your Budget

Personal Action Forms – PAF

• All PAFs must have the Supervisor and the Dean/Department Head and the Associate Provost/Provost/Vice President signatures before they arrive in the Budget Office.
• If the PAF is using funds from a restricted fund or grant, the Budget Office will send the PAF to Accounting for approval.
• Once approved and signed by Accounting, the PAF is sent back to the Budget Office.
• After the Budget Office signs off, the PAF is then forwarded to HRD.
• HRD completes their review, then signs off and forwards the PAF to payroll for final processing into the system.

Full Time Faculty Contracts

• All Full Time Faculty Contracts must have the faculty’s signature and the Dean and the Associate Provost’s signatures before they arrive in the Budget Office.
• If the contract is using funds from a restricted fund or grant, the Budget Office will send the contract to Accounting for approval.
• Once approved and signed by Accounting, the contract is sent back to the Budget Office.
• After the Budget Office signs off, the contract is then forwarded to HRD.
• HRD completes their review, then signs off and forwards the contract to payroll for final processing into the system.

Part Time/Adjunct Faculty Contracts

• All Part Time/Adjunct Faculty Contracts must have the faculty’s signature and the Dean and the Associate Provost’s signatures before they arrive in the Budget Office.
• If the contract is using funds from a restricted fund or grant, the Budget Office will send the contract to Accounting for approval
• Once approved and signed by Accounting, the contract is sent back to the Budget Office.
• After the Budget Office signs off, the contract is then forwarded to:
1. G3 contracts, HRD. HRD completes their review, then signs off and forwards the contract to payroll, for final processing into the system.
2. If new employee, HRD. HRD completes their review, then signs off and forwards the contract to payroll, for final processing into the system.
3. If returning employee, Payroll for final processing into the system.

Rosters – for Temporary Part Time Staff

• All rosters must have the Supervisor’s signature and depending on the department, the Director or Vice President’s signature also before they arrive in the Budget Office.
• All rosters from the Academic areas must have the Provost’s or Associate Provost’s signature before they arrive in the Budget Office.
• If the roster is using funds from a restricted fund or grant, the Budget Office will send the roster to Accounting for approval
• Once approved and signed by Accounting, the roster is sent back to the Budget Office.
• After the Budget Office signs off, the roster is then forwarded to:
1. If new employee, HRD. HRD completes their review, then signs off and forwards the contract to payroll for final processing into the system.
2. If returning employee, Payroll for final processing into the system.

Rosters – for Part Time Students

• All rosters must have the Supervisor’s signature.
• All rosters from the Academic areas must have the Provost’s or Associate Provost’s signature before they arrive in the Budget Office.
• If the roster is using funds from a restricted fund or grant, the Budget Office will send the roster to Accounting for approval
• Once approved and signed by Accounting, the roster is sent back to the Budget Office.
• After the Budget Office signs off, the roster is then forwarded to:
1. If new employee. HRD. HRD completes their review, then signs off and forwards the contract to payroll for final processing into the system.
2. If returning employee, Payroll for final processing into the system.

Budget Revisions That Impact Revenue & Compensation Sub Accounts

• Budget revisions for all Revenue & Compensation sub accounts must have the supervisor’s and in most cases the Department Head and/or Vice President’s signature.
• Budget revisions for sub account 58000 Student Part Time and 53000 Graduate Assistants, must have at least the supervisor’s signature.
• All budget revisions from the Academic areas, that affect a Revenue or Compensation sub account, must have the Department Head and/or Dean, and the Provost’s or Associate Provost’s signature.

• If using Income or Compensation lines, all budget revisions for operating orgs must be processed by the Budget Office.
• All budget revisions for restricted funds should be sent directly to Financial Accounting for processing after all required signatures. DO NOT send to the Budget Office.

IDTs

• All IDTs must have the supervisor’s and in most cases the Department Head and/or Vice President’s signature.
• All IDTs from the Academic areas, that affect a Revenue or Compensation sub account, must have the Department Head and/or Dean, and the Provost’s or Associate Provost’s signature.
• Once those required to sign have done so send IDT to:
1. If the IDT is to correct a P-Card charge, send directly to Financial Accounting for processing.
2. If the IDT is moving funds from or to a compensation line, then they must be sent to the Budget Office for signature. The Budget Office will then forward the IDT to Financial Accounting for processing.
3. All other IDTs should be sent directly to Financial Accounting for processing.