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:
- Grant transaction requires approval from principal investigator for grant – select Contract & Grant approval path. Intermediate approver is Angela Hartmann.
- Transaction involving student award, financial aid or scholarship – select Scholarship & Financial Aid approval path. Intermediate approvers are Lashon Williams.
- Expenditure requiring UHS Tax Compliance approval; requirement noted in certain account code descriptions – select Tax approval path.
- Expenditure purchase with HEAF Funds require approval from purchasing personnel – select Research HEAF approval path. Intermediate approvers are Ron Chavez and Jessica Garcia.
Manual signatures are required on Travel Request Forms and ProCard/Travel Card expenditure reports.
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.
- Approval of vouchers for amounts over $50,000 by either Beverly Shuford, Erin Goodwin or June Nelson.
- 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.
- Manual signature of the Chancellor on all reimbursements or on travel and entertainment expenditures on behalf of the President.
- Approval by higher authority for employee reimbursements in any situation where such approval has not been obtained in electronic workflow.
- Any other situation where additional approval is deemed to be necessary.
Final approvers for the following documents are:
- Budget journal - Stephanie Machicek & Ashley Sisson
- General ledger journal – Jessica Garcia, June Nelson & Erin Goodwin
- Purchase requisition – Ron Chavez, Jessica Garcia & Erin Goodwin
- Accounts payable voucher – Melody Olsen & Jessica Garcia
- Travel voucher – Stefanie Garcia, Lisa Gonzales & 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 | Beverly Shuford/ Randy Faulk |
Beverly Shuford | PRS | Robert Glenn/ Beverly Shuford |
| AAP | Accounts Payable | No Data |
Vouchers only: AP - Melody Olsen & Jessica Garcia; Travel - Stefanie Garcia, Lisa Gonzales & Jessica Garcia |
No Data | No Data | No Data |
| ABR | American Book Review | V0017 | Jeffrey Di Leo | Jeffrey Di Leo | SAS |
Kyoko Amano/ Tracy Fox |
| ACT | Center for Student Success | V0018 |
Beverly Tomek/ |
Beverly Tomek |
PRV |
Chance Glenn/ Beverly Tomek |
| ADM | Office of Admissions Processing | V0026 | Veronica Lopez/ Billy Lagal/ Hannah Moss |
Billy Lagal |
ARS |
Karla DeCuir/ |
| ARS | VP Enrollment Management | V0071 | Karla DeCuir/ Crystal Rocha | Karla DeCuir | PRS | Robert Glenn/ Beverly Shuford |
| ATH | Athletics | V0058 | Ashley Walyuchow | Ashley Walyuchow | PRS | Robert Glenn/ Beverly Shuford |
| BUD | Budget Office | V0014 | Stephanie Machicek/ Beverly Shuford | Stephanie Machicek Beverly Shuford | AAF PRS |
Beverly Shuford/ Randy Faulk Robert Glenn/ Beverly Shuford |
| BUS | Business Services | V0013 | Tim Michalski/ Lois Lemke |
Tim Michalski | AAF | Beverly Shuford/ Randy Faulk |
| CMS | Special Events | V0037 | Nancy Gresham/ Robert Glenn/ Chance Glenn |
Nancy Gresham/ Robert Glenn Chance Glenn |
PRS Manual Signature required PRS |
Robert Glenn/ Beverly Shuford Chancellor Renu Khator or designee Robert Glenn/ Beverly Shuford |
| CPC | Capital Projects & Construction | V0066 | Matt Alexander |
Matt Alexander |
AAF | Beverly Shuford/ Randy Faulk |
| CPC | Public Art Department | V0303 | Matt Alexander | No Data | No Data | No Data |
| CRC | Center for Regional Collaboration | V0068 | Donald Jirkovsky | Donald Jirkovsky |
AAF |
Beverly Shuford/ Randy Faulk |
| CRS | Career Development Center | V0036 | Amy Hatmaker/ Jay Lambert |
Amy Hatmaker |
STU |
Jay Lambert/ Michael Wilkinson Robert Glenn/ Beverly Shuford |
| CUS | UHV Katy Enrollment Management/Ext Affairs | V0072 | Karla DeCuir | Karla DeCuir | PRV | Chance Glenn/ Beverly Tomek |
| EEO | Equal Opportunity | V0074 | Brandon Lee | Brandon Lee | PRS | Robert Glenn/ Beverly Shuford |
| EMD | Emergency Management | V0076 | Stuart Sherman | Stuart Sherman | AAF | Beverly Shuford/ Randy Faulk |
| ESM | Enrollment Management Strategies & Marketing | V0075 | Billy Lagal/ Crystal Rocha |
Billy Lagal |
ARS | Karla DeCuir/ Crystal Rocha |
| FAC | Facilities Services | V0030 | John Burke | John Burke | AAF | Beverly Shuford/ Randy Faulk |
| FAS | Financial Aid | V0015 | Lashon Williams | Lashon Williams | ARS | Karla DeCuir/ Crystal Rocha |
| FIN | Finance | V0012 |
Erin Goodwin/June Nelson |
Erin Goodwin | AAF | Beverly Shuford/ Randy Faulk |
| FIN | Finance-Institutional Reporting | V0606 | Erin Goodwin/June Nelson | No Data | No Data | No Data |
| FIN | Finance-Pension Reporting | V0617 | Erin Goodwin/June Nelson | No Data | No Data | No Data |
| FIN | Institutional Endowments | V0650 | Erin Goodwin/June Nelson | No Data | No Data | No Data |
| HMS | Human Resources | V0011 |
Shelly Frank/ Lauree Tomas |
Shelly Frank | AAF | Beverly Shuford/ Randy Faulk |
| IPS | International Programs Office | V0008 | Yvonne Garcia/Karla DeCuir | Yvonne Garcia Karla DeCuir |
ARS PRS |
Karla DeCuir/Crystal Rocha |
| ITS | Information Technology | V0016 | Randy Faulk/Sherrie Kroll | Randy Faulk | AAF | Beverly Shuford/ Randy Faulk |
| ITS | Information Technology | V0073 | Randy Faulk/Sherrie Kroll | Randy Faulk | AAF | Beverly Shuford/ Randy Faulk |
| KAT | UHV Katy Operations | V0070 | Karla DeCuir/Owen Campbell | Karla DeCuir |
PRV |
Chance Glenn/ Beverly Tomek |
| LIB | Library | V0009 | Karen Locher/ Gail Crockett-only vouchers and GL journals |
Karen Locher | PRV | Chance Glenn/ Beverly Tomek |
| MKT | Marketing & Communications | V0059 |
Brittany Marsh/Robert Glenn |
Brittany Marsh |
UAV Manual signature required |
Amber Countis/ Jay Lambert Chancellor Renu Khator or designee |
| NAS | College of Natural & Applied Science | V0077 | Dmitri Sobolev | Dimitri Sobolev | PRV | Chance Glenn/ Beverly Tomek |
| OIE | Institutional Research & Effectiveness | V0031 | Teresa Simpson/Joann Olson/Angela Hartmann |
Teresa Simpson |
PRV | Chance Glenn/ Beverly Tomek |
| OLL | Center for Teaching & Learning Excellence | V0065 | Beverly Tomek/ Teresa Simpson |
Beverly Tomek |
PRV | Chance Glenn/ Beverly Tomek |
| PRS | President | V0001 | Robert Glenn/ Beverly Shuford |
Robert Glenn |
Manual signature required PRS |
Chancellor Renu Khator or designee Robert Glenn/ Beverly Shuford |
| PRV | Provost | V0005 | Chance Glenn/ Beverly Tomek |
Chance Glenn | PRS | Robert Glenn/ Beverly Shuford |
| RCD | Registrar & Student Records | V0029 | Denise Hernandez/ Karla DeCuir |
Denise Hernandez Karla Decuir |
ARS PRS |
Karla DeCuir/ Crystal Rocha Robert Glenn/ Beverly Shuford |
| RLH | Residential Housing | V0061 | Jay Lambert | Jay Lambert | STU PRS |
Jay Lambert/ Michael Wilkinson Robert Glenn/ Beverly Shuford |
| RSP | Research Admin & Sponsor Program | V0057 |
Angela Hartmann/ Eliza Fortner |
Angela Hartmann |
PRV | Chance Glenn/ Beverly Tomek |
| SAS | College of Liberal Arts & Social Sciences | V0017 | Kyoko Amano/ Tracy Fox | Kyoko Amano | PRV | Chance Glenn/ Beverly Tomek |
| SBD | Small Business Development Center | V0020 | Lindsay Young/ Mark Martinez | Lindsay Young | AAF | Beverly Shuford/ Randy Faulk |
| SBU | College of Business | V0019 | Jeffrey/Blodgett/ Rhiannon Smith/ Chance Glenn |
Jeffrey Blodgett Chance Glenn |
PRV PRS |
Chance Glenn/ Beverly Tomek Robert Glenn/ Beverly Shuford |
| SLD | Enrollment Management & Student Experience | V0028 | Crystal Rocha/ Oscar Torres | Crystal Rocha | ARS | Karla DeCuir/ Crystal Rocha |
| SOE | College of Education & Health Professions | V0021 | Rachel Martinez/ Mary Lasater | Rachel Martinez | PRV | Chance Glenn/ Beverly Tomek |
| SOE | Nursing Program | V0069 | Rachel Martinez/ Mary Lasater | Rachel Martinez | PRV | Chance Glenn/ Beverly Tomek |
| SRS | Student Life | V0025 | Hilary Kofron/ Jay Lambert | Hilary Kofron Jay Lambert |
STU PRS |
Jay Lambert/ Michael Wilkinson Robert Glenn/ Beverly Shuford |
| SRS | Student Organizations | V0023 | Hilary Kofron/ Jay Lambert | Hilary Kofron Jay Lambert |
STU PRS |
Jay Lambert/ Michael Wilkinson Robert Glenn/ Beverly Shuford |
| STU | Student Services & Judicial Affairs | V0004 | Michael Wilkinson/ Jay Lambert | Michael Wilkinson Jay Lambert |
STU PRS |
Jay Lambert/ Michael Wilkinson Robert Glenn/ Beverly Shuford |
| STU | VP Student Affairs | V0032 | Jay Lambert/ Michael Wilkinson | Jay Lambert Michael Wilkinson |
PRS STU |
Robert Glenn/ Beverly Shuford Jay Lambert/ Michael Wilkinson |
| TCE | Talent Development | V0033 | Eunice Mesa/Lauree Tomas | Eunice Mesa | HMS |
Shelly Frank/ Lauree Tomas |
| UAV | University Advancement | V0024 | Amber Countis/ Jay Lambert/ Robert Glenn |
Amber Countis |
PRS Manual signature required |
Robert Glenn/ Beverly Shuford 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: | ||||||
| AIT | Administrative Technology Services | CRN-Cinco Ranch Campus | INT-Int'l Student Relations | SSC | Student Success Coach | |
| BLG | Building Maintenance | GRD-Ground Maintenance | NUR-School of Nursing | SUG | Sugarland Campus | |
| BSO | Bursar Office | CFC-Center for Children | RIC-Research Info Center | UCC | Counseling, Health & Wellness |