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California State University, Long BeachCalifornia State University, Long Beach

Signature and Delegation of Authority Overview

CSULB transactions require approval from an employee with the appropriate level within the organization. The Signature Authority guideline is used to identify the 5 levels within CSULB and define the minimum level that must approve each transaction type.

The Delegation of Authority takes the Signature Authority one-step further by connecting names to the levels in the organization and displaying those names and levels for each fund or department.

When is approval by Fund versus Department?

The Delegation of Authority matrix below will provide guidelines on which funds have authority granted by Fund or Department. This matrix is subject to change. Refer to CFS Delegation Inquiry lookup in CFS PeopleSoft for the most up to date information (see next section).

Delegation of Authority Matrix

  • Business Unit: LBCMP

    Fund Delegation of Authority is by:
    481xx Department
    CBxxx Department
    CL499 Department
    GFxxx Department
    GRCxx Department
    PK001 Department
    PK002 Department
    All others Fund
  • Business Unit: LBFDN

    Fund Delegation of Authority is by:
    CB200 Department
    GFxxx Department
    All others Fund
  • Business Unit: LB49R

    Fund Delegation of Authority is by:
    AF001 Department
    CLxxx Department
    GFxxx Department
    All others Fund

Note: Funds ending in xx or xxx represent all funds beginning with the prefix shown. For example, 481xx includes all funds that begin with 481.

How do I confirm if approval is by Fund or Department within Delegation Inquiry?

The matrix above provides a general guideline, but the primary resource for the most current information is the Delegation Inquiry lookup in CFS PeopleSoft is the primary resource . Reference the Chartfield string that you intend to use for the expense. The expense is approved based on the FUND or the DEPARTMENT, so identify the Fund and Department numbers.

Navigate to the Delegation Inquiry window within CFS PeopleSoft. (Once in CFS PeopleSoft, use the compass icon to go to Navigation > CFS Delegation of Authority > Delegation Inquiry).

  1. Check if the delegation is by FUND.

    Insert the appropriate SetID for the Fund (LBCMP, LBFDN, or LB49R) and Fund into the Delegation Inquiry screen then select ‘Search’. If results do display in the FUND section, you will see multiple records (for example, 1 of 8 in the image below). Expand the results by selecting ‘View All’ to view the appropriate level and the associated names.

    Note that Level 1 is not listed in the Delegation Inquiry as the President (Level 1) has authority to sign for all transactions. Level 2 names are listed in the Delegation Inquiry for departments only. If a Level 2 signer has authority to sign for the department, the name is automatically granted authority over any fund that is being used.

    Example: Delegation Inquiry Lookup by Fund
    Searching by Fund in the Delegation Inquiry window.

  2. If delegation is not by FUND, lookup by DEPARTMENT

    If results do not display in the FUND section, then you must search by Department. When you search by department, all departments are stored in the LBCMP SetID. To look up authority by department, insert LBCMP in the SetID field and populate the Department field with the Department ID value. Select ‘Search.’ Once the results display, expand the results by selecting ‘View All’ to view the appropriate level and the associated names within the Department section.

    Example: Delegation Inquiry Lookup by Department (always use LBCMP as the SetID)
    Searching by Department in the Delegation Inquiry window.

How do I get access to view the people in Delegation of Authority (Delegation Inquiry)?

The Delegation Inquiry screen is accessible to all users of CFS PeopleSoft (Finance). To gain access to CFS PeopleSoft for employees, complete the Finance Authority Application (FAA) form.

How do I add a person to the Delegation of Authority so they can have approving authority?

The Delegation of Authority Form (DOA) is used to request a name be added to the Delegation of Authority as an approver. Once the form is processed, the name will be visible on the Delegation Inquiry window in CFS PeopleSoft.

Do I still need to obtain other approval signatures within the college?

While Financial Management only requires the appropriate level of signature within the Signature Authority and Delegation of Authority, your college may have other internal procedures you must follow. Please refer to your college policies and procedures.