skip to Main Content

Administrative Procedure 8.026 Administrative Procedure 8.026



Title

Appointment of Fiscal Administrators and Assistant Fiscal Administrators

Header

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.026, Appointment of Fiscal Administrators and Assistant Fiscal Administrators
Effective Date:  May 2015
Prior Dates Amended:  February 2003 and June 2014    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus
Review Date:  August 2018

I. Purpose

To establish procedures for the appointment, termination or name change(s) of Fiscal Administrators (FA) and Assistant Fiscal Administrators.

To establish procedures for delegation of purchasing authority and changes in purchasing dollar limits to Fiscal Administrators.

To establish procedures for requesting a new Fiscal Office (FO) code.

Fiscal responsibilities within the University system are prescribed in AP 8.025.     Responsibilities specifically related to procurement and contract administration are outlined in AP 8.200.

II. Definitions

A.  Fiscal Administrator/Assistant Fiscal Administrator – The term "Fiscal Administrator" is a working title not descriptive of any one position, but rather refers to that group or class of persons who perform the business and fiscal administration functions for a particular University unit.  These persons may occupy positions with such job titles as Vice Chancellor of Administration, Director of Administrative Services, Assistant Dean, Assistant Director, and other positions within the APT Institutional Support Career Group.

B.  Fiscal Office (FO) Code - Three character code assigned by the Financial Management Office representing a specific functional unit administered by a designated Fiscal Administrator.

C.  Principal Investigator/Project Director (PI/PD) – The Principal Investigator/Project Director named on the sponsored award.

D.  Program Head – Program  heads  are  leaders  of  functional units, e.g., college, division,  department, center,  administrative area and may include, but are not limited to, department chairs, Deans, Directors, Vice Chancellors, Vice Presidents, Chancellors  and the President.

E.  Purchasing Authority – Authority granted to designated individuals to execute contractual documents for procuring goods, services, and construction up to specified amounts. Only University personnel specifically delegated purchasing authority are authorized to contractually commit the University and only within the limits of their purchasing authority.

III. Administrative Procedure

A.  Responsibilities

    1.  Deans/Directors/Program Heads are responsible for requesting the appointment of Fiscal Administrators and Assistant Fiscal Administrators.

    2.  Deans/Directors/Program Heads are responsible for requesting purchasing authority and purchasing dollar limits for their respective Fiscal Administrator(s).

    3.  The appropriate Vice Chancellor for Administration/Chancellor/Vice-President shall approve Fiscal Administrator appointments and requests for
delegation of purchasing dollar limits.

B.  Procedures

    1.  Appointment of Fiscal Administrators

        a.  FA appointments shall be requested and approved on a FMO-1 form. (Attachment A)

        b.  The type of appointment, i.e., Fiscal Administrators or Assistant Fiscal Administrator, should be clearly indicated on the form.    Any limitations to the appointee’s scope of authority, e.g., no purchasing authority, no construction procurement, etc., shall be specified on the FMO-1 form.

        c.  Submit the fully executed FMO-1 form via your campus Vice Chancellor for Administration or respective Vice President to the Financial Management Office.

        d.  Prior to exercising any approved fiscal authority, the Appointee shall be knowledgeable of Federal and State regulations and University policies and procedures applicable to the business and fiscal administrative functions of his/her University unit.

    2.  Request for Delegation of Purchasing Authority

        a.  Purchasing authority shall be requested and approved on the FMO-1 form.

        b.  Purchasing authority in variable amounts may be delegated to a FA.  If a FA is to be delegated purchasing authority in differing dollar levels for multiple FO codes and/or accounts, provide a detailed explanation on a separate sheet.

        c.  Submit the fully executed FMO-1 form via your campus Vice Chancellor for Administration or respective Vice President to the Financial Management Office.

        d.  Prior to exercising any approved purchasing authority, the Appointee shall be knowledgeable of Federal, State and University procurement policies and procedures applicable to his/her University unit.

    3.  Duration/Termination

    Generally, the appointment of a FA will remain effective until the individual’s employment is terminated or a change in job assignment warrants termination.

    Submit the fully executed FMO-1 form to the Financial Management Office within 5 days of termination of the FA.

    The appointment of a FA and/or his/her purchasing authority may be revoked at any time by the Dean/Director/Vice Chancellor for Administration/Chancellor/Vice President or the Director of Financial Management and Controller.  Revocation of the Fiscal Administrator appointment and/or delegation of purchasing authority shall be made in writing.

    4.  Changes to Purchasing Authority Dollar Limit

    To modify a FA’s purchasing dollar limit or authority, complete and submit a new FMO-1 form to the FMO.

    5.  Name Changes

    Complete and submit a FMO-1 form with applicable information.

    6.  Transfer

    When a FA transfers from one department and/or program to another, complete and submit a FMO-1 form to terminate the current appointment and a separate FMO-1 form for the new appointment and submit to the FMO.

    7.  Request for New Fiscal Office Code

    Submit a memo to the Director of Financial Management and Controller requesting a new code with a detailed explanation.

IV. Delegation of Authority

There is no administrative specific delegation of authority.

V. Contact Information

Financial Management Office, 956-7161
Website:  http://www.fmo.hawaii.edu/index.html

VI. References

    A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
    B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php

VII. Exhibits and Appendices

Attachment 1:  FMO-1, Fiscal Administrator Appointment and Delegation of Purchasing Authority Form

Approved

    Signed    
    Kalbert Young    
    May 06, 2015    
    Date    
    Vice President for Budget and Finance/Chief Financial Officer

Topics

appointment; termination; fiscal administrator; principal investigator; program head; purchasing

Attachments