Approving Financial Expenditures

 

Depending on the transaction type, the approval process differs. In most cases, Approving Officials will approve financial transactions in one of two ways: approving a transaction in the Financial Transaction Services or approving a transaction with a manual review and signature.

Approving Officials may not approve transactions that involve reimbursements for themselves, an immediate supervisor, or any upper management in their reporting structure.

Transaction Type

Approval process

Level of Approval

Purchase Requisition

Financial Transaction Services

Approving Official

Direct Pay

Financial Transaction Services

Approving Official (no exceptions)

Travel Authorization

Financial Transaction Services

Approving Official and additional approval depending on type of travel (In-State, Out-of-State, International). Please see SJSU Travel Guide for more details (link to travel guide section re: authorization)

Travel Reimbursement

Financial Transaction Services

Approving Official

Employee Reimbursement

Financial Transaction Services

Approving Official

GoCard Adjustment Report

 Manual review and Signature

 Approving Official (no exceptions)

ProCard Adjustment Report

Manual review and Signature

Approving Official (no exceptions)

Change Order

Review and Email

Approving Official

Petty Cash

Manual review and Signature

Approving Official

Registration Payment

Manual review and Signature

Approving Official

Budget Transfer

Financial Transaction Services

Department staff granted access

Interdepartmental Expense Transfer

Financial Transaction Services

Department staff granted access

Hospitality Payments

Financial Transaction Services

Department staff granted access

HR Expense Adjustments

Financial Transaction Services

Department staff granted access