Purpose of Approval Queues
Every transaction requires a Business Service approval and department approval. This establishes a compliance review and an allowability review. This helps ensure every transaction has at least two sets of eyes on it before it is completed.
| Business Services | Departments |
|---|---|
| Financial Officer | Dean/VP |
| Business Manager | Department Head |
| Business Manager | Financial Manager (PI) |
Please send all request to FinanceSecurityRequest@usu.edu, including the approval queue name, level, A#s, and document code where applicable
Roles for EZ-Buy
| Role Name | Corresponding Employee | Role Responsibilities |
|---|---|---|
| Shopper | Any employee | Create Carts Assigns carts to Requestor |
| Requestor | Business Services | Create Carts Submit carts into workflow |
| Shop/Approver | Departments | Create Carts Assigns carts to Requestor Approves purchases in workflow |
Key Terms
- Proxy: Standing in on approvers behalf – like when going on vacation. These are removed when the original approver returns.
- Delegate: Transfer of authority to act on approver’s behalf on an ongoing basis.
Approvals for:
Invoice Approval Queue
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Invoice Approver | Business Services | Purchases greater than $5,000 without a receipt Invoice quantity is greater than purchase order quantity Invoice unit price greater than 20% over purchase order unit price Invoice unit price more than $250 over purchase order unit price |
Business Services |
Requisition Approval Queue
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Level 1 Approver | Financial Manager | All purchases that are expended on the index | Assistant, Supervisor, Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
| Level 2 Approver | Financial Manager | Purchases greater than $2,000 | Supervisor, Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
| Level 3 Approver | Department Head | Purchases greater than $10,000 | Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
| Level 4 Approver | Dean/VP | Purchases greater than $50,000 | Associate Dean, Provost, Vice Presidents |
| Level 5 Approver | Provost, VP for Finance and Administrative Services, President’s Office | Purchases greater than $100,000 | Provost, VP for Finance and Administrative Services, President’s Office |
Department Approval Queue
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Departmental Approver | Department Head | Reimbursement Pre-meals Member or Dues (review Only) Post-Meals |
Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
Dean/VP Approval Queue
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Dean/VP Approver | Dean/VP, President’s Office, Provost | Membership or Dues Pre-meals/Post-meals with Alcohol |
Not Allowed |
Journal Voucher
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Initiator | Business Assistant | Business Services | |
| Level 200 Approver | Business Manager | Notifies Business Services of the JV if they did not initiate the JV. Not a required approval (JVs will not get stuck in this queue) | Business Services |
| Level 300 Approver | Financial Manager | Journal Voucher approvals are for transactions with the rule code JOCE (On-Campus Expenditure), JV01 (Funds transfer for Moving Expenses), or JBUD (Budget Transfer). Approvers are based on unit code(s). | Supervisor, Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
Labor Redistribution
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Initiator | Business Assistant | Business Services | |
| Level 200 Approver | Business Manager | Labor Redistribution approvals are transactions reallocation labor expenses. They route according to the indexes the labor was reallocated to and from. Only one person in this level must approve the transaction. | Business Services |
| Level 300 Approver | Financial Manager | Labor Redistribution approvals are transactions reallocation labor expenses. They route according to the indexes the labor was reallocated to and from. Only one person in this level must approve the transaction. | Supervisor, Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
P-Card
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Level 10 | Receipt Attacher | Attach Transaction Receipts | Any employee |
| Level 100 | Cardholder | Cardholder's Transaction Approvals | Cardholder - no delegation. If cardholder has terminated, transactions can be returned to the Level 10 and Cardholder Approval is bypassed and the transaction is marked as a Qualified Approval. |
| Level 200 | Business Services | Is transaction allowable, allocable, and reasonable. | Business Services |
| Level 300 | Financial Manager |
Index Level Approval | Supervisor, Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
| Level 350 | Department Head | Meals & Entertainment, Membership & Dues Approvals | Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
| Level 400 | Dean/VP | Meals & Entertainment w/ alcohol; Membership & Dues Approvals | Associate Dean, Assistant Dean, Dean/VP, President's Office |
Travel
| Queue Level | Corresponding Approver | Queue Details | Appropriate Proxy/Delegate |
|---|---|---|---|
| Level 10 | Travel Specialist / Coordinator | Review for completeness, accuracy, and required documentation. | Travel Specialist Role assigned by FO |
| Level 100 | Traveler | Certify accuracy and confirm traveler is a benefited full-time employee. | Not Allowed |
| Level 200 | Travel Business Manager | Confirm expenses are allowable, allocable, reasonable, and policy compliant. | Travel Business Manager assigned by FO |
| Level 300 | Department Head / DP Override | Verify travel is necessary and directly related to university business. | Supervisor, Director, Department Head, Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP |
| Level 210 | Funding Approver | Confirm travel serves a business purpose and is appropriate for the funding source. | Another Funding Approver or higher. |
| Level 310 | Unit Financial Manager | Verify funding availability and unit-level financial appropriateness. | Another Unit Financial Manger or higher |
| Level 320 | Sponsored Programs | Confirm compliance with grant, sponsor, and contract requirements. | Sponsored Programs staff only |
| Level 330 | Risk Management | Review international or high-risk travel for institutional risk and compliance. | Risk Management Office only |
| Level 400 | Dean / Vice President | Approve high-risk or sensitive expenses (e.g., alcohol, memberships, dues). | Associate Department Head, Assistant Department Head, Associate Dean, Assistant Dean, Dean/VP, President's Office |
| Level 500 | Travel Office | Final compliance review and processing oversight. | Travel Office staff only |