Organization and Administration

Sec. 103-12: Delegation of Authority and Signature Authorization Guidelines

Responsible Office: Administrative Policies & Procedures
March 2017

References / Resources

Contact: Manager of Administrative Policies at (949) 824-8713 or ucipolicy@uci.edu

A. Definition

A Delegation of Authority documents the formal granting of significant authority and responsibility to a position title, not to an individual, for a specified matter. Generally, an Irvine Delegation of Authority (IDA) is a redelegation of Presidential authority which has been delegated to the Chancellor. Delegations of Authority are broad in scope and state any limitations on the authority or restrictions on redelegating.

The term "delegation of authority" should be avoided in correspondence intended to assign routine administrative responsibilities or to appoint someone to act on behalf of another during an absence.

B. Issuing a Delegation of Authority

To insure consistency with Office of the President requirements, UCI's Delegations of Authority are prepared by the Manager of Administrative Policies at (949) 824-8713 or ucipolicy@uci.edu. As the primary campus authority, the Manager of Administrative Policies has been designated by the Chancellor to provide analysis, clarification, and interpretation of delegation of authority concepts and individual delegation issues, and to ensure that UCI's documents align with current UC policies and are consistent with University and other regulatory directives.

UCI Delegations of Authority are published online and the original, signed document is retained by the Manager of Administrative Policies and then forwarded to the University Archives when superseded.

C. Signature and Online Access Authorizations

There are two methods by which Deans, department chairs, principal investigators, and administrative department heads can authorize responsible individuals to expend allocated University funds when there is no overruling written redelegation of authority:

Unlike a Delegation of Authority, which is broad in scope, these forms are completed and issued by a department or program to notify administrative and service departments (Office of Information Technology, Accounting, Purchasing, etc.) of a given person's authority to conduct a specified business transaction for the department or program. The Signature Authorization also provides a specimen signature for individuals to whom expenditure authority is given.

D. Acting Authority During Temporary Absences

When Vice Chancellors, Deans, directors, department chairs, or other senior administrators will be absent for a short period of time, it is appropriate for them to appoint someone to act during their absence. Since acting positions assume all delegated authorities, appointments should approximate similar levels of accountability and jurisdiction. This is normally communicated via an email or memo stating who is being appointed and the inclusive dates for which the appointment is effective. This notification should be addressed to the next higher office with a copy to the Controller/Assistant Vice Chancellor-Accounting & Fiscal Services.

E. Research Administrative Documents

Responsibility for approving research administrative documents may be re-assigned to appropriate administrators as determined solely by Research Administration.