Wayne State University

Aim Higher

Policies-12

15-1 Financial Documents and Transaction Approvals

1.0  Purpose

1.1     The purpose of this university policy is to establish rules regarding the signing of financial documents and transactions and to delegate approval authority to certain administrative officers. Refer to University Policy    04-06 Contract Signatories for signatory authority related to external contracts.   

2.0  Definitions

2.1     “Supply Requisitions” are requisitions processed for the acquisition of supplies or equipment, by purchase, lease or rental, and acquisition of the services of contractors (including those who are contracted to sell goods and services on campus).

 

2.2     “Direct Payment Requests (DPRs)” are requests Limited to $10,000 or less for non-recurring good and services purchases including, but not limited to Postag Replenishment, Entertainment and Business Expenses, Honorarium, Prize or Award, Royalty, Scholarship, Student Loan, Administrative Fees, Audit Fees, Rent,  Union Dues,  Membership Dues, Refund to Trusteeship, Subscriptions.  Refer to WayneBuy Training Job-Aids for Direct Payment Request processing procedures.

2.3     “Special Payment Requests (SPRs)” are requests used for:

2.3.1  Royalty Payments-payments made by the University to an individual or institution for the right to ongoing use of an asset, sometimes an intellectual property

2.3.2  Institutional Wide Initiatives & Memberships-payments made to satisfy existing University obligations where no advance PO would be appropriate, such as the payments to the Michigan University Research Corridor

2.3.3  Utility Bills-recurring services used by Facilities Planning & Management related to Utility Bills

2.3.4  Telephone Bills-recurring goods and services used by Computing & Information Technologies for Telephone Bills

2.3.5  Legal Fees and Settlements-recurring and one-time services used by the Office of General Counsel for outside legal services, and to disburse funds for claim settlements

2.3.6  Money Management Fees-recurring services to handle the costs associated with Investment Management

2.3.7  Insurance Fees and Settlements-recurring services to pay for annual and one time insurance premiums and to pay out insurance claims

2.3.8  Payroll Withholding Payments made to the City of Detroit, State of Michigan, or the US Internal Revenue Service for employee payroll withholding.

2.4   “Special Payment Authorizations (SPAs)” are used to generate payments

2.4.1  For remittances to benefit providers

2.4.2  To sponsors

2.4.3  Other payments, that cannot be processed via Supply Requisition, Direct Payment Requests or Special Payment Request processes outlined in sections 2.1-2.3.8 above

2.5    “Internal Requisition and Inter-Account Bills (IRBs)” are used to generate internal payments to University Service Centers for:

2.5.1  Facilities Improvements

2.5.2  Non Construction-materials or services from another University department, (usually an internal service department such as Quick Duplicating, Laboratory Animal Resources, Computer Services Center, Media Services, Marketing & Communications, etc.).  An IRB, University Form# 108A, is submitted to the department furnishing materials or services

2.6  Bid Waivers” are used to document exceptions to the competitive bid requirements or request for proposal process, for the following:

2.6.1  Professional Services

2.6.2  Other-activities other than Professional Services, as outlined in APPM 2.4 Supplies, Services and Equipment Orders of $25,000 or More and University Policy 04-6 Contract Signatories    

3.0 Departmental Internal Controls

3.1     An S/C/D executive or his/her designee may establish additional departmental internal controls in his/her respective area, as deemed appropriate, to assist in reducing risks associated with processing of financial transactions.

4.0  Delegation of Authority

4.1     No other persons are authorized to approve financial documents or transactions on behalf of the University or individual schools, colleges, divisions or departments.  No sub- delegations of authority other than those listed below may be made without approval of the President.  External Contract Signatory Authority is documented in University Policy 04-06, Contract Signatories.    

 

Activity

Signatory Authorized

Dollar Threshold

Sub-delegated Signatory

  1. Supply Requisitions
     

(Refer to APPM 2.2 Initiating a Request)

The same levels apply to ensuing Amendment Requisitions.

Vice President of the S/C/D

$ 500,000 or more

S/C/DVice President/ Provost plus the Chief Financial Officer (CFO), after approval by the individuals listed below
 

$ 250,000 or more but less than $500,000

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

$ 100,000 or more but less than $250,000

Departmental Director or Chair, after approval by the Business Affairs Office of the Business Unit

For business units with no departmental director or chair assigned:

 

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

$2,000 or more but less than $100,000

Business Unit Business Affairs Office, after submission by the WayneBuy requisitioner

Requisitions below $2,000

WayneBuy Requisitioner

2.a Direct Payment  Requests
Limited to $10,000 or less

(Refer to APPM 1.3.2 Special Payment Authorization)

Vice President  of the S/C/D

$ 5,000 or more but less than $10,000 (DPR maximum)

S/C/DVice President / Provost plus the Chief Financial Officer (CFO), after approval by the individuals listed below
 

$ 2,500 or more but less than $5,000

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

$ 1,000 or more but less than $2,500

Departmental Director or Chair, after approval by the Business Affairs Office of the Business Unit

For business units with no departmental director or chair assigned:

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

DPR below  $1,000

Business Unit Business Affairs Office, after submission by the WayneBuy Requisitioner

b. Direct Payment  Requests
Limited to $10,000 or less

Individual Memberships (Refer to APPM 1.3.1)

 

Vice President/Dean of the S/C/D

All individual memberships

S/C/D Vice President or Dean, after approval by the individuals listed below

All individual memberships

Departmental Associate/Assistant Vice President, after approval by the Business Affairs Office of the Business Unit

All individual memberships

Business Unit Business Affairs Office, after submission by the WayneBuy Requisitioner

c. Direct Payment  Requests
Limited to $10,000 or less

Club Memberships

(Refer to APPM 1.3.1)

President

All club memberships

President, after approval by the individuals listed below

All club memberships

S/C/D Vice President, after approval by the Business Affairs Office of the Business Unit

All club memberships

Departmental Associate/Assistant Vice President, after approval by the Business Affairs Office of the Business Unit

All club memberships

Business Unit Business Affairs Officer, after submission by the WayneBuy Requisitioner

d. Direct Payment  Requests
Limited to $10,000 or less

Sponsorships/Contributions

(Refer to APPM 1.3.1)

Vice President of the S/C/D

All Sponsorships

S/C/D Vice President, after approval by the Business Affairs Office of the Business Unit

All Sponsorships

Departmental Associate/Assistant Vice President, after approval by the Business Affairs Office of the Business Unit

All Sponsorships

Business Unit Business Affairs Officer, after submission by the WayneBuy Requisitioner

3a.  Special Payment Requests (SPR)
Royalty Payments

Vice President of the S/C/D

$ 50,000 or more

S/C/D Vice President / Provost plus the Chief Financial Officer (CFO), after approval by the individuals listed below
 

$ 10,000 or more but less than $50,000

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

$ 5,000 or more but less than $10,000

Departmental Director or Chair, after approval by the Business Affairs Office of the Business Unit

For business units with no departmental director or chair assigned:

Dean or Divisional Associate/Assistant Vice, after approval by the individuals listed below

Less than $5,000

Business Unit Business Affairs Officer, after submission by the WayneBuy Requisitioner

 b.  Special Payment Requests (SPR)
Institutional Wide Initiatives& Memberships
 

Vice President of the S/C/D

$ 100,000 or more

S/C/DVice President / Provost plus the Chief Financial Officer (CFO), after approval by the individuals listed below
 

$ 50,000 or more but less than $100,000

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

$ 5,000 or more but less than $50,000

Departmental Director or Chair, after approval by the Business Affairs Office of the Business Unit

For business units with no department director or chair assigned:

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

Less than $5,000

Business Unit Business Affairs Officer, after submission by the WayneBuy Requisitioner

4.a Special Payment Requests (SPR)
Utility Bills

Vice President of Finance and Business Operations

$ 1,000,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 500,000 or more but less than $1,000,000

Associate Vice President of Facilities Planning & Management (FP&M), after approval by the individuals listed below

$ 5,000 or more but less than $500,000

Director of FP&M – Utilities and Energy Management, after approval by the FP&M Business Affairs Office

Less than $5,000

Business Unit Business Affairs Officer of FP&M

b. Special Payment Requests (SPR)
Telephone Bills

Vice President of Finance & Business Operations

$ 500,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 50,000 or more but less than $500,000

Associate/Assistant Vice President, C&IT, after approval by the Business Affairs Office

Less than $50,000

Business Unit Business Affairs Officer of C&IT

c. Special Payment Requests (SPR)
Legal Fees and Settlements
 

 

Vice President and General Counsel

$ 500,000 or more

Vice President and General Counsel

$ 100,000 or more but less than $500,000

Vice President  and General Counsel

$ 5,000 or more but less than $100,000

Vice President and General Counsel or Associate General Counsel

Less than $5,000

Vice President and General Counsel or Associate General Counsel

d. Special Payment Requests (SPR)
Money Management Fees
 

 

Vice President of Finance & Business Operations

$ 250,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 50,000 or more but less than $250,000

Assistant Vice President, Investment, Debt and Risk, after approval by the Associate Director

Less than $50,000

Associate Director, Investment, Debt and Risk

e. Special Payment Requests (SPR)
Insurance Fees and Settlements
 

 

Vice President of Finance & Business Operations

$ 250,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 50,000 or more but less than $250,000

Assistant Vice President, Investment, Debt and Risk, after approval by the Director

Less than $50,000

Director, Risk Management Investment, Debt and Risk

f. Special Payment Requests (SPR)
Payroll Withholding
 

 

Vice President of Finance & Business Operations

$ 1,000,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 500,000 or more but less than $1,000,000

The Controller, Fiscal Operations, after approval by the Associate Director, University Payroll

Less than $500,000

Associate Director, University Payroll

5.a Special Payment Authorizations
To generate payments for remittances to benefit providers.

(Refer to APPM 1.3.2 Special Payment Authorization)

Vice President of Finance & Business Operations

$ 1,000,000 or more

Vice President and CFO, after approval by the individuals listed below
 

$ 100,000 or more but less than $1,000,000

Associate Vice President / Human Resources plus the Controller, Fiscal Operations, after approval by the individuals listed below

$ 5,000 or more but less than $100,000

 

Senior Director , Total Compensation & Wellness, HR
 

 b. Special Payment Authorizations
To generate payments to sponsors.

(Refer to APPM 1.3.2 Special Payment Authorization)

Vice President of Finance & Business Operations

$ 500,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 100,000 or more but less than $500,000

Vice President for Research plus the Controller, Fiscal Operations, after, after approval by the individuals listed below

$ 5,000 or more but less than $100,000

Assistant Vice President for Sponsored Programs Administration, after approval by the individuals listed below

Less than $5,000

Senior Director of Sponsored Program Administration

c.   Special Payment Authorizations
Other payments

(Refer to APPM 1.3.2 Special Payment Authorization)

Vice President of Finance & Business Operations

$ 500,000  or more

Vice President and CFO, after approval by the individuals listed below
 

$ 100,000  or more but less than $500,000

S/C/D Vice President / Provost, after approval by the individuals listed below
 

$ 5,000 or more but less than $100,000

Dean or Divisional Associate/Assistant Vice President, after approval by the individuals listed below

Less than $5,000

Departmental Director or Chair, after approval by the Business Unit Business Affairs Officer

For business units with no departmental director or chair assigned:

Dean or Divisional Associate/Assistant Vice President, after approval by the Business Unit Business Affairs Officer

  1. a.                                                  Internal Requisition and Inter-Account Billings (IRBs).
    For Facilities Improvements
    .

 (Refer to APPM 1.4 Internal Billing)

Vice President of Finance & Business Operations

$ 500,000  or more

Vice President and CFO, after approval by the individuals listed below
 

$ 100,000  or more but less than $500,000

S/C/D Vice President / Provost plus the Associate Vice President / Facilities Planning & Management, after approval by the individuals listed below
 

$ 5,000 or more but less than $100,000

Dean or Divisional Associate Vice President, after approval by the individuals listed below

Less than $5,000

Business Unit Business Affairs Officer

b. Internal Requisition and Inter-Account Billings (IRBs).
Non Construction

 

 (Refer to APPM 1.4 Internal Billing)

Vice President of Finance & Business Operations

$ 100,000 or more

Vice President and CFO, after approval by the individuals listed below

$ 50,000 or more but less than $100,000

S/C/D Vice President / Provost plus the Associate Vice President / Controller, Fiscal Operations, after approval by the individuals listed below

$ 25,000 or more but less than $50,000

Departmental Dean, Director or Chair, after approval by the Business Affairs Officer of the Business Unit

For business units with no departmental director or chair assigned:

Dean or Divisional  Associate/Assistant Vice President, after approval by the individuals listed below

Less than $25,000

Business Unit Business Affairs Officer , after submission by the Initiator

7.a                                                  Bid Waivers
Professional Services
Refer to University Policy 04-6, Contract Signatories and APPM 2.4 Supplies, Services and Equipment Orders of $25,000 or More)

Vice President of the S/C/D                                             

$ 500,000 or more

S/C/D Vice President / Provost plus the Chief of Staff, after approval by the individuals listed below
 

$ 250,000 or more but less than $500,000

Dean or Divisional Associate/Assistant Vice President plus the Chief of Staff, after approval by the individuals listed below

$ 25,000 or more but less than $250,000

 

Departmental Director or Chair plus the Chief of Staff, after approval by the Business Affairs Office of the Business Unit

For business units with no departmental director or chair assigned:

Dean or Divisional Associate/Assistant Vice President, plus the Chief of Staff, after the approval by the Business Affairs Officer of the Business Unit

Less than $25,000

 

Business Unit Business Affairs Officer

b. Bid Waivers
(other than Professional Services)
Refer to University Policy 04-6, Contract Signatories and APPM 2.4 Supplies, Services and Equipment Orders of $25,000 or More)

Vice President of the S/C/D

$ 500,000 or more

S/C/D Vice President / Provost plus the Chief Financial Officer (CFO), after approval by the individuals listed below
 

$ 250,000 or more but less than $500,000

Dean or Divisional Associate/Assistant Vice President plus the Assistant Vice President, Procurement & Strategic Sourcing, after approval by the individuals listed below

$ 25,000 or more but less than $250,000

Departmental Director or Chair plus the Assistant Vice President, Procurement & Strategic Sourcing

For business units with no departmental director or chair assigned:

Dean or Divisional Associate/Assistant Vice President, plus the Assistnt Vice President, Procurement & Strategic Sourcing, after approval by the Business Affairs Officer of the Business Unit

 

5.0  Duration

5.1     This University Policy may be amended or revoked by the president at any time with or without notice.

6.0  Revocation and Effective Date

6.1     This university policy is effective upon issuance.

Signed by President M. Roy Wilson  June 15, 2015