Comptroller's Office  Policies and Procedures Manual
Effective: 01/01/2000	Revised: 04/17/2008

CMP 203: Unit Manager Responsibilities

To describe the responsibilities of Unit Managers

Arizona Revised Statutes §§ 38-501 to -511

University policy

An Unit Manager, a faculty or staff employee, has overall responsibility for each university Dept/Unit. The responsibilities of the Unit Manager are to:

1. Appoint other people as authorized signers for the Dept/Unit. It is recommended that Dept/Units have up to four authorized signers, including the Unit Manager.
2. Process against the Dept/Unit only expenditure transactions, Personnel Action Request forms (PARs), and budget changes/transfers consistent with the Dept/Unit's purpose. For Dept/Units having gift deposits, ensure that the gift funds are used in accordance with the donor's stipulations. For Dept/Units having externally sponsored funding, expenditures must comply with any externally imposed stipulations.

   An Unit Manager's or authorized signer's approval/signature on a disbursement transaction is attestation to the Comptroller's Office that:

   a) the transaction is valid within the context of the Dept/Unit's purpose

   b) the documentation is sufficient for subsequent audit review, e.g., there is sufficient indication of the public purpose served if not inherently obvious

   and

   c) the payment is for products/services already received except for items normally paid in advance such as subscriptions, maintenance contracts, and individual book purchases or arrangements where documented significant economic advantage

   d) ensure that all written documents that result in an expenditure of university funds are approved with an original authorizing signature, signature stamps are not acceptable

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