University of Houston-Victoria

Finance

List of Sources with Primary & Alternate Approvers

The job aid is guidance in choosing the appropriate source for Budget Journals, General Ledger Journals, Purchase Requisitions, Vouchers, ProCard and Travel Card Expense Reports and Travel Requests.  In most instances, the department number associated with the cost center will determine which source to choose for electronic approval. 

Exception to this rule is reimbursements to employees must always be approved by a higher authority; therefore, vouchers to employees who are also the authorized approvers for a source should instead be sourced to the higher authority.  Refer to Table 1.

In the following circumstances, intermediate approvals are required and can be obtained electronically by choosing the appropriate approval path:

  1. Grant transaction requires approval from principal investigator for grant – select Contract & Grant approval path.  Intermediate approver is Angela Hartmann.
  2. Transaction involving student award, financial aid or scholarship – select Scholarship & Financial Aid approval path.  Intermediate approvers are Lashon Williams and Carolyn Mallory.
  3. Expenditure requiring UHS Tax Compliance approval; requirement noted in certain account code descriptions – select Tax approval path.
  4. Expenditure purchase with HEAF Funds require approval from purchasing personnel – select Research HEAF approval path.  Intermediate approvers are Shawn Clark and Kaleena Trevino.

Additional approvals may be required for the following reasons and can be achieved by manual signature or electronically by saving approval comments in the Comment section of the document.

  1. Approval of vouchers for amounts over $50,000 by either Wayne Beran or June Nelson.
  2. Approval from authorized approvers for other sources if amounts from multiple cost center sources are included in a transaction since a document may only be routed to a single source.
  3. Manual signature of the Chancellor on all reimbursements or on travel and entertainment expenditures on behalf of the President.
  4. Manual signatures are required on Travel Request Forms and ProCard/Travel Card expenditure reports.
  5. Approval by higher authority for employee reimbursements in any situation where such approval has not been obtained in electronic workflow.
  6. Any other situation where additional approval is deemed to be necessary.

Final approvers for the following documents are:

  • Budget journal - Karen Sanders & Stephanie Machicek
  • General ledger journal – Jessica Garcia & June Nelson
  • Purchase requisition – Shawn Clark and Kaleena Trevino
  • Accounts payable voucher – Melody Olsen, Jessica Garcia, Yole Delgado & Stefanie Garcia
  • Travel voucher – Stefanie Garcia, Demetria Brown, & Jessica Garcia
  • Service center voucher – Jessica Garcia and June Nelson

Additional notes: 

The authorized approver/alternate approvers for each source are the individuals whose security is set up in PeopleSoft by the Accounting Services Coordinator to have documents for that source appear on their worklist in electronic workflow.  Documents for that source will appear on both approver and alternate approver’s worklists, but the authorized approver will normally perform approvals and it is their responsibility to communicate with the alternate approver when he or she needs to perform approvals instead.

In some situations, the alternate approver will see their own reimbursements in workflow.  It is important for approvers to not approve their own reimbursements unless a manual signature has been obtained from a higher authority and uploaded to the voucher.

Refer to other job aids for additional information.

Table 1

SourceDepartment/
Source Title
DeptAuthorized Approver/
Alternate Approver
Route to Higher Authority
Source if Reimbursement
To:
Higher Authority SourceHigher Authority Approver/
Alternate Approver
AAF Administration & Finance V0010 Wayne Beran/
Randy Faulk
Wayne Beran PRS Robert Glenn/ Wayne Beran
AAP Accounts Payable No Data

Vouchers only: AP - Melody Olsen, Jessica Garcia; Yole Delgado & Stefanie Garcia; Travel -  Stefanie Garcia, Demetria Brown & Jessica Garcia
Purchase Orders only: Shawn Clark; Kaleena Trevino
Budget journals only: Karen Sanders, Stephanie Machicek
General ledger only:  June Nelson, Jessica Garcia

No Data No Data No Data
ADM Office of Admissions V0026 Billy Lagal/
Veronica Lopez
Billy Lagal ARS Jose Cantu/
Shawn Brett
ARS VP Enrollment Management V0071 Jose Cantu/
Shawn Brett
Jose Cantu PRS Robert Glenn/ Wayne Beran
ATH Athletics V0058 Ashley Walyuchow Ashley Walyuchow PRS Robert Glenn/ Wayne Beran
BUD Budget Office V0014 Karen Sanders/
Wayne Beran
Karen Sanders
Wayne Beran
AAF
PRS
Wayne Beran/Randy Faulk
Robert Glenn/ Wayne Beran
BUS Business Services V0013 Tim Michalski/
Lois Lemke
Tim Michalski AAF Wayne Beran/Randy Faulk
CMS Special Events V0037 Robert Glenn/
Chance Glenn
Robert Glenn
Chance Glenn
Manual Signature required
PRS
Chancellor Renu Khator or designee
Robert Glenn/ Wayne Beran
CPC Capital Projects & Construction V0066 Matt Alexander/
Wayne Beran
Matt Alexander
Wayne Beran
AAF
PRS
Wayne Beran/Randy Faulk
Robert Glenn/  Wayne Beran
CPC Public Art Department V0303 Matt Alexander/
Wayne Beran
No Data No Data No Data
CRC Center for Regional Collaboration V0068 Joe Humphreys/ Donald Jirkovsky Joe Humphreys AAF Wayne Beran/Randy Faulk
CUS UHV Katy Enrollment Management/Ext Affairs V0072 Karla DeCuir Karla DeCuir ARS Jose Cantu/ 
Shawn Brett
EEO Equal Opportunity V0074 Rebecca Lake/ Laura Smith Rebecca Lake/ Laura Smith PRS Robert Glenn/ Wayne Beran
FAC Facilities Services V0030 John Burke/
Charles Striedel
John Burke AAF Wayne Beran/Randy Faulk
FAS Financial Aid V0015 Lashon Williams/
Carolyn Mallory
Lashon Williams ARS Jose Cantu/ Shawn Brett
FIN Finance V0012 June Nelson June Nelson AAF Wayne Beran/Randy Faulk
FIN Finance-Institutional  Reporting V0606 June Nelson No Data No Data No Data
FIN Finance-Pension  Reporting V0617 June Nelson No Data No Data No Data
FIN Institutional Endowments V0650 June Nelson No Data No Data No Data
HMS Human Resources V0011 Laura Smith/
Lauree Tomas
Laura Smith PRS Robert Glenn/ Wayne Beran
IPS International Programs Office V0008 Ludmi Herath/
Jose Cantu
Ludmi Herath
Jose Cantu
ARS
PRS
Jose Cantu/ Shawn Brett
Robert Glenn/ Wayne Beran
ITS Information Technology V0016 Randy Faulk/
Sherrie Kroll
Randy Faulk AAF Wayne Beran/Randy Faulk
ITS Information Technology V0073 Randy Faulk/
Sherrie Kroll
Randy Faulk AAF Wayne Beran/Randy Faulk
KAT UHV Katy Operations V0070 Owen Campbell/
Chance Glenn
Owen Campbell
Chance Glenn
PRV
PRS
Chance Glenn/ Beverly Tomek
Robert Glenn/ Wayne Beran
LIB Library V0009 Karen Locher/
Gail Crockett-only vouchers and GL journals
Karen Locher PRV Chance Glenn/ Beverly Tomek
MKT Marketing & Communications V0059 Paula Cobler/
Robert Glenn
Paula Cobler
Robert Glenn
PRS
Manual signature required
Robert Glenn/ Wayne Beran
Chancellor Renu Khator or designee
OIE Institutional Effect & Research V0031 Sharon Bailey/
Angela Hartmann
Sharon Bailey
Angela Hartmann
PRV Chance Glenn/ Beverly Tomek
OLL University College V0065 Beverly Tomek/
Angela Hartmann
Beverly Tomek
Angela Hartmann
PRV Chance Glenn/ Beverly Tomek
PRS President V0001 Robert Glenn/
Wayne Beran
Robert Glenn
Wayne Beran
Manual signature required
PRS
Chancellor Renu Khator or designee
Robert Glenn/ Wayne Beran
PRV Provost V0005 Chance Glenn/
Beverly Tomek
Chance Glenn PRS Robert Glenn/ Wayne Beran
RCD Registrar & Student Records V0029 Angela Bigby/Kristin Kenney/
Jose Cantu
Angela Bigby
Jose Cantu
ARS
PRS
Jose Cantu / Shawn Brett
Robert Glenn/ Wayne Beran
RLH Residential Housing V0061 Brandon Lee/
Jay Lambert
Brandon Lee
Jay Lambert
STU
PRS
Jay Lambert/ Michael Wilkinson
Robert Glenn/ Wayne Beran
RSP Research Admin & Sponsor Program V0057 Angela Hartmann/
Sharon Bailey
Angela Hartmann
Sharon Bailey
PRV Chance Glenn/ Beverly Tomek
SAS School of Arts & Science V0017 Beverly Tomek/
Tracy Fox
Beverly Tomek PRV Chance Glenn/ Beverly Tomek
SBD Small Business Development Center V0020 Lindsay Young/
Mark Martinez
Lindsay Young AAF Wayne Beran/Randy Faulk
SBU School of Business Administration V0019 Ken Colwell/Chance Glenn/
Rhiannon Smith
Ken Colwell
Chance Glenn
PRV
PRS
Chance Glenn/ Beverly Tomek
Robert Glenn/ Wayne Beran
SLD LEAD & Student Recruitment V0028 Billy Lagal/
Veronica Lopez
Billy Lagal ARS Jose Cantu/ Shawn Brett
SOE School of Education & Human Develop V0021 Fred Litton/
Rachel Martinez
Fred Litton PRV Chance Glenn/ Beverly Tomek
SOE Nursing Program V0069 Fred Litton/
Rachel Martinez
Fred Litton PRV David Cockrum/ Beverly Tomek
SRS Student Life V0025 Hilary Kofron/
Jay Lambert
Hilary Kofron
Jay Lambert
STU
PRS
Jay Lambert/ Michael Wilkinson
Robert Glenn/ Wayne Beran
SRS Student Organizations V0023 Michael Wilkinson/
Jay Lambert
Michael Wilkinson
Jay Lambert
STU
PRS
Jay Lambert/ Michael Wilkinson
Robert Glenn/ Wayne Beran
STU Student & Judicial Services V0004 Michael Wilkinson/
Jay Lambert
Michael Wilkinson
Jay Lambert
STU
PRS
Jay Lambert/ Michael Wilkinson
Robert Glenn/ Wayne Beran
STU VP Student Affairs V0032 Jay Lambert/
Michael Wilkinson
Jay Lambert
Michael Wilkinson
PRS
STU
Robert Glenn/ Wayne Beran
Jay Lambert/ Michael Wilkinson
TCE Training & Development V0033 Eunice Mesa/
Laura Smith
Eunice Mesa
Laura Smith
HMS
PRS
Laura Smith/ Lauree Tomas
Robert Glenn/ Wayne Beran
UAV University Advancement V0024 Jesse Pisors/
Robert Glenn
Jesse Pisors
Robert Glenn
PRS
Manual signature required
Robert Glenn/ Wayne Beran
Chancellor Renu Khator or designee
Sources for UHS Use: No Data No Data No Data No Data    
AFR Annual Financial Report   ITC-Intercampus Journal      
Currently Inactive Sources:            
ACT Academic Support   CRN-Cinco Ranch Campus INT-Int'l Student Relations SSC Student Success Coach
AIT Administrative Technology Services   CRS-Career Services NUR-School of Nursing SUG Sugarland Campus
BLG Building Maintenance   GRD-Ground Maintenance RIC-Research Info Center UCC Counseling, Health & Wellness
BSO Bursar Office   CFC-Center for Children      

Sources with Approvers

The job aid is guidance in choosing the appropriate source for Budget Journals, General Ledger Journals, Purchase Requisitions, Vouchers, ProCard and Travel Card Expense Reports and Travel Requests.  In most instances, the department number associated with the cost center will determine which source to choose for electronic approval. 

Exception to this rule is reimbursements to employees must always be approved by a higher authority; therefore, vouchers to employees who are also the authorized approvers for a source should instead be sourced to the higher authority.  Refer to Table 1.

In the following circumstances, intermediate approvals are required and can be obtained electronically by choosing the appropriate approval path:

  1. Grant transaction requires approval from principal investigator for grant – select Contract & Grant approval path.  Intermediate approver is Angela Hartmann.
  2. Transaction involving student award, financial aid or scholarship – select Scholarship & Financial Aid approval path.  Intermediate approvers are Lashon Williams and Carolyn Mallory.
  3. Expenditure requiring UHS Tax Compliance approval; requirement noted in certain account code descriptions – select Tax approval path.
  4. Expenditure purchase with HEAF Funds require approval from purchasing personnel – select Research HEAF approval path.  Intermediate approvers are Shawn Clark and Kaleena Trevino.

Additional approvals may be required for the following reasons and can be achieved by manual signature or electronically by saving approval comments in the Comment section of the document.

  1. Approval of vouchers for amounts over $50,000 by either Wayne Beran or Val Walden or June Nelson.
  2. Approval from authorized approvers for other sources if amounts from multiple cost center sources are included in a transaction since a document may only be routed to a single source.
  3. Manual signature of the Chancellor on all reimbursements or on travel and entertainment expenditures on behalf of the President.
  4. Manual signatures are required on Travel Request Forms and ProCard/Travel Card expenditure reports.
  5. Approval by higher authority for employee reimbursements in any situation where such approval has not been obtained in electronic workflow.
  6. Any other situation where additional approval is deemed to be necessary.

Final approvers for the following documents are:

  • Budget journal - Karen Sanders
  • General ledger journal – Val Walden & Jessica Garcia; state funded journals – June Nelson
  • Purchase requisition – Shawn Clark and Kaleena Trevino
  • Accounts payable voucher – Melody Olsen and Jessica Garcia
  • Travel voucher – Stefanie Garcia and Jessica Garcia
  • Service center voucher – Jessica Garcia and June Nelson

Additional notes: 

The authorized approver/alternate approvers for each source are the individuals whose security is set up in PeopleSoft by the Accounting Services Coordinator to have documents for that source appear on their worklist in electronic workflow.  Documents for that source will appear on both approver and alternate approver’s worklists, but the authorized approver will normally perform approvals and it is their responsibility to communicate with the alternate approver when he or she needs to perform approvals instead.

In some situations, the alternate approver will see their own reimbursements in workflow.  It is important for approvers to not approve their own reimbursements unless a manual signature has been obtained from a higher authority and uploaded to the voucher.

Refer to other job aids for additional information.

Table 1

Source

Department/
Source Title

Dept

Authorized Approver/
Alternate Approver

Route to Higher Authority
Source if Reimbursement
To:

Higher Authority Source

Higher Authority Approver/
Alternate Approver

AAF

Administration & Finance

V0010

Wayne Beran/
Val Walden

Wayne Beran

PRS

Robert Glenn/ Wayne Beran

AAP

Accounts Payable

No Data

Vouchers only: AP - Melody Olsen & Jessica Garcia; Travel -  Stefanie Garcia, Demetria Brown & Jessica Garcia
Purchase Orders only: Shawn Clark; Kaleena Trevino
Budget journals only: Karen Sanders
General ledger only: Val Walden, June Nelson, Jessica Garcia

No Data

No Data

No Data

ADM

Office of Admissions

V0026

Billy Lagal/
Veronica Lopez

Billy Lagal

ARS

Jose Cantu/
Shawn Brett

ARS

VP Enrollment Management

V0071

Jose Cantu/
Shawn Brett

Jose Cantu

PRS

Robert Glenn/ Wayne Beran

ATH

Athletics

V0058

Ashley Walyuchow

Ashley Walyuchow

PRS

Robert Glenn/ Wayne Beran

BUD

Budget Office

V0014

Karen Sanders/
Wayne Beran

Karen Sanders

Wayne Beran

AAF

PRS

Wayne Beran/Val Walden

Robert Glenn/ Wayne Beran

BUS

Business Services

V0013

Tim Michalski/
Lois Lemke

Tim Michalski

AAF

Wayne Beran/Val Walden

CMS

Special Events

V0037

Robert Glenn/
Chance Glenn

Robert Glenn

Chance Glenn

Manual Signature required

PRS

Chancellor Renu Khator or designee

Robert Glenn/ Wayne Beran

CPC

Capital Projects & Construction

V0066

Matt Alexander/
Wayne Beran

Matt Alexander

Wayne Beran

AAF

PRS

Wayne Beran/Val Walden

Robert Glenn/  Wayne Beran

CPC

Public Art Department

V0303

Matt Alexander/
Wayne Beran

No Data

No Data

No Data

CRC

Center for Regional Collaboration

V0068

Joe Humphreys/ Donald Jirkovsky

Joe Humphreys

AAF

Wayne Beran/Val Walden

CUS

UHV Katy Enrollment Management/Ext Affairs

V0072

Karla DeCuir

Karla DeCuir

ARS

Jose Cantu/  
Shawn Brett

EEO

Equal Opportunity

V0074

Rebecca Lake/ Laura Smith

Rebecca Lake/ Laura Smith

PRS

Robert Glenn/ Wayne Beran

FAC

Facilities Services

V0030

John Burke/
Charles Striedel

John Burke

AAF

Wayne Beran/Val Walden

FAS

Financial Aid

V0015

Lashon Williams/
Carolyn Mallory

Lashon Williams

    ARS

Jose Cantu/ Shawn Brett

FIN

Finance

V0012

Val Walden/
June Nelson

Val Walden

AAF

Wayne Beran/Val Walden

FIN

Finance-Institutional  Reporting

V0606

Val Walden/
June Nelson

No Data

No Data

No Data

FIN

Finance-Pension  Reporting

V0617

Val Walden/
June Nelson

No Data

No Data

No Data

FIN

Institutional Endowments

V0650

Val Walden/
June Nelson

No Data

No Data

No Data

HMS

Human Resources

V0011

Laura Smith/
Lauree Tomas

Laura Smith

PRS

Robert Glenn/ Wayne Beran

IPS

International Programs Office

V0008

Ludmi Herath/
Jose Cantu

Ludmi Herath
Jose Cantu

ARS

PRS

Jose Cantu/ Shawn Brett 

Robert Glenn/ Wayne Beran

ITS

Information Technology

V0016

Randy Faulk/
Sherrie Kroll

Randy Faulk

AAF

Wayne Beran/Val Walden

ITS

Information Technology

V0073

Randy Faulk/
Sherrie Kroll

Randy Faulk

AAF

Wayne Beran/Val Walden

KAT

UHV Katy Operations

V0070

Owen Campbell/
Chance Glenn

Owen Campbell 

Chance Glenn

PRV

PRS

Chance Glenn/ Beverly Tomek

Robert Glenn/ Wayne Beran

LIB

Library

V0009


Karen Locher/
Gail Crockett-only vouchers and GL journals

Karen Locher

PRV

Chance Glenn/ Beverly Tomek

MKT

Marketing & Communications

V0059

Paula Cobler/
Robert Glenn

Paula Cobler

Robert Glenn

PRS

Manual signature required

Robert Glenn/ Wayne Beran

Chancellor Renu Khator or designee

OIE

Institutional Effect & Research

V0031

Sharon Bailey/
Angela Hartmann

Sharon Bailey
Angela Hartmann

PRV

Chance Glenn/ Beverly Tomek

OLL

University College

V0065

Beverly Tomek/
Angela Hartmann

Beverly Tomek
Angela Hartmann

PRV

Chance Glenn/ Beverly Tomek

PRS

President

V0001

Robert Glenn/
Wayne Beran

Robert Glenn

Wayne Beran

Manual signature required

PRS

Chancellor Renu Khator or designee

Robert Glenn/ Wayne Beran

PRV

Provost

V0005

Chance Glenn/
Beverly Tomek

Chance Glenn

PRS

Robert Glenn/ Wayne Beran

RCD

Registrar & Student Records

V0029

Trudy Wortham/
Chance Glenn

Trudy Wortham

Chance Glenn

PRV

PRS

Chance Glenn/ Beverly Tomek

Robert Glenn/ Wayne Beran

RLH

Residential Housing

V0061

Brandon Lee/
Jay Lambert

Brandon Lee

Jay Lambert

STU

PRS

Jay Lambert/ Michael Wilkinson

Robert Glenn/ Wayne Beran

RSP

Research Admin & Sponsor Program

V0057

Angela Hartmann/
Sharon Bailey

Angela Hartmann
Sharon Bailey

PRV

Chance Glenn/ Beverly Tomek

SAS

School of Arts & Science

V0017

Jeffrey Di Leo/
Rick Harrington

Jeffrey Di Leo

PRV

Chance Glenn/ Beverly Tomek

SBD

Small Business Development Center

V0020

Lindsay Young/ 
Mark Martinez

Lindsay Young

AAF

Wayne Beran/Val Walden

SBU

School of Business Administration

V0019

Ken Colwell/Chance Glenn/
Rhiannon Smith

Ken Colwell

Chance Glenn

PRV

PRS

Chance Glenn/ Beverly Tomek

Robert Glenn/ Wayne Beran

SLD

LEAD & Student Recruitment

V0028

Billy Lagal/
Veronica Lopez

Billy Lagal

ARS

Jose Cantu/ Shawn Brett

SOE

School of Education & Human Develop

V0021

Fred Litton/
Rachel Martinez

Fred Litton

PRV

Chance Glenn/ Beverly Tomek

SOE

Nursing Program

V0069

Fred Litton/
Rachel Martinez

Fred Litton

PRV

David Cockrum/ Beverly Tomek

SRS

Student Life

V0025

Hilary Kofron/
Jay Lambert

Hilary Kofron

Jay Lambert

STU

PRS

Jay Lambert/ Michael Wilkinson

Robert Glenn/ Wayne Beran

SRS

Student Organizations

V0023

Michael Wilkinson/
Jay Lambert

Michael Wilkinson

Jay Lambert

STU

PRS

Jay Lambert/ Michael Wilkinson

Robert Glenn/ Wayne Beran

STU

Student & Judicial Services

V0004

Michael Wilkinson/
Jay Lambert

Michael Wilkinson

Jay Lambert

STU


PRS

Jay Lambert/ Michael Wilkinson

Robert Glenn/ Wayne Beran

STU

VP Student Affairs

V0032

Jay Lambert/
Michael Wilkinson

Jay Lambert

Michael Wilkinson

PRS

STU

Robert Glenn/ Wayne Beran

Jay Lambert/ Michael Wilkinson

TCE

Training & Development

V0033

Eunice Mesa/
Laura Smith

Eunice Mesa

Laura Smith

HMS

PRS

Laura Smith/ Lauree Tomas

Robert Glenn/ Wayne Beran

UAV

University Advancement

V0024

Jesse Pisors/
Robert Glenn

Jesse Pisors

Robert Glenn

PRS

Manual signature required

Robert Glenn/ Wayne Beran

Chancellor Renu Khator or designee

Sources for UHS Use:

No Data

No Data

No Data

No Data

   

AFR

Annual Financial Report

 

ITC-Intercampus Journal

 

   

Currently Inactive Sources:

           

ACT

Academic Support

 

CRN-Cinco Ranch Campus

INT-Int'l Student Relations

SSC

Student Success Coach

AIT

Administrative Technology Services

 

CRS-Career Services

NUR-School of Nursing

SUG

Sugarland Campus

BLG

Building Maintenance

 

GRD-Ground Maintenance

RIC-Research Info Center

UCC

Counseling, Health & Wellness

BSO

Bursar Office

 

 CFC-Center for Children