Admin Roles and Responsibilities

Physics HR TimelinesRoles for Admins and of approvers; per ASC Internal Control Structure

  • Faculty submitted or Ad-hoc:
    • Faculty, provide signature authorization & understand the business purpose of what they are approving.
  • Administrative Staff approving level I (or submit) and initialing/signing HR documents (PAR, ODP, DRDs, etc.) includes (not limited to) reviewing and make sure appropriate:
    • eRequest and HR documents (with admin initials or signature)
      • budget/funding $s,
      • timing,
      • appropriate chart field(s)
      • good business purpose
      • proper signature authorization
      • Compliance
      • eRequest, follows ordering preference
      • eRequest, valid quote, if needed
      • eRequest, proper ship to address
      • eRequest, note if items are not available in eStores
      • eTravel, include all cost estimates or note why something is missing.
        • Key elements:
          • Transportation
          • Lodging
          • Per Diem
    • Follow the Physics Hiring Documents and Processing Timelines.
    • Should highlight or note anything unusual; examples: project in Prelim., no 06840 F&A listed on project, OGC005 in process for expected additional $s or end date.
  • HRA approvers and eRequest Level II approvers; authority to say “no” and allows independent thinking and exercise judgment. Request additional approval (Chair) for questionable and UNIV high dollar items.
  • All, help to ensure no HR off-cycle payments are needed and minimize all exceptions.
    • Communication is critical in helping to avoid exceptions.