Common Approval Types and Policies

The approvals required for university actions (personnel, payroll, and business transactions) or forms have a specific purpose.

The following types of signatures are most commonly required:

Approves an action on the basis of delegated authority. The approval authority must have personal knowledge of the action or a system of internal procedures that provides for review of the action by a responsible subordinate.
Acknowledges that the information has been read and understood or that he/she is aware that an action has been taken or will take place.
Certifies that an action is necessary and appropriate or has occurred and that the information is correct and true.
Concurs that action is appropriate or the description of a situation/action/transaction is appropriate.

Business/Financial Transactions:

Action	Required Signatures	Relevant Policy
Budget Adjustment	Department head/designee approves (base and current budget) Dean/Vice Chancellor approves (base budget)	PPM 330-10 PPM 330-26
Campus Gift Acceptance	Department head/designee certifies	PPM 260-25
Requisition	Department head/designee approves	PPM 350-10
Distribution of Expense	Department head/designee approves	PPM 330-63
Entertainment Expense Voucher (Disbursement Voucher)	Employee certifies Department head/designee approves	PPM 330-80
Equipment Inventory Transactions	Department head/designee approves	PPM 350-60
General Error Correction	Department head/designee approves	PPM 330-63
Payment Request (Payment Request or Disbursement Voucher, including travel advance)	Department head/designee approves
Salary Expense Transfer	Department head/designee approves	PPM 330-63
Service Department Requisition	Department head/designee approves
Space Request Form	Dean/Vice Chancellor approves	PPM 360-21
Travel Expense Voucher (Disbursement Voucher)	Employee certifies Department head/designee approves	PPM 300-10

Payroll/Personnel Transactions:

Action	Required Signatures	Relevant Policy
Dismissal	Department head/designee approves	UC PPSM 62
Employee Performance Appraisal Report (EPAR)	Employee acknowledges Supervisor certifies Department head/designee concurs	UC PPSM 23
Employee-Student Reduced Fee Authorization	Employee acknowledges Supervisor approves	UC PPSM 51
Employer's Report of Occupational Injury/Illness	Employee certifies Department head/designee acknowledges	PPM 370-20
Layoff	Department head/designee approves	UC PPSM 60
Overtime Authorization	Employee certifies Department head/designee approves	UC PPSM 30
Payroll time reporting	Department head/designee approves	UCOP P-196-13
Position Description	Employee acknowledges Supervisor certifies Department head/designee concurs	UC PPSM 36
PPS/OPTRS/PPS DS Access/Change Application	Employee certifies Supervisor approves	PPM 330-10
Probationary Period Report	Employee acknowledges Supervisor certifies	UC PPSM 22
Probationary release	Employee acknowledges Supervisor approves Department head/designee approves	UC PPSM 61
Sabbatical Leave/Special Leave of Absence	Employee certifies Department head/designee approves Dean/Vice Chancellor approves	UC PPSM II-50
Summary of Accomplishments (EPAR)	Employee certifies	UC PPSM 23
Timesheet Reporting (vacation, sick leave, etc.)	Employee certifies Supervisor approves	UCOP P-196-13
Unemployment Insurance Termination Report	Employee acknowledges Supervisor certifies Department head/designee certifies	UCOP P-196-77-5
Vacancy Listing	Department head/designee approves
All other personnel actions not listed above	Employee acknowledges Department head/designee approves