Approval Policy

Approval Policy

To ensure good financial stewardship and full transparency, approvals are required for all expenditures. An approver's review is a key step in being a good financial steward of the University’s assets. Review and approval ensure that there is an understanding of what is being approved; that the underlying transactions are allowable, reasonable, and justified; and that funding is available.

Approver Guidance

As part of the review, approvers should ask and receive clear and satisfactory answers to the following questions:

  1. What is the request?

  2. What is the business purpose?

  3. Is the transaction allowable?

  4. Are funds available?

Each program and department maintains its own list of approvers, typically supervisors or their supervisors. Supervisors cannot designate a supervisee as an approver.

Following this process and seeking approvals mitigates financial and reputational risk. We are accountable to UCOP, the University of California, and the policies set by the terms of any funding agencies (e.g., grants, donors, State or Federal funding agencies).

Event Planning Workflow

Step-by-step event-planning workflow

CE3 Admin Home

Learn more about our team and relevant updates.

Submit Your Request Here

Use our Asana Form to route all administrative requests to our team for processing.

After-the-Fact Approvals

Requests for After-the-Fact approvals should be rare, as they represent unauthorized purchases of goods or services and/or policy violations. Requests should be submitted to the Vice Chancellor via the CE3 Admin team and must clearly document what happened, where the policy control(s) failed, and the remedy to prevent recurrence. The supervisor or appropriate approver in the program or department and the AVC must be aware of and copied on each request. The Immediate Office will review all requests.

Review our After-the-Fact payment process.

Divisional Exceptional/Pre-Approvals Policy

Some entertainment requests require departmental and divisional approval. The CE3 admin team will coordinate final divisional approval; staff must gather all supporting documents and obtain department approver approval. 

What does this mean for me?

Submit early: Review the processing timelines and allow time for approval. We can't process requests until all required approvals are complete. 

Steps for Divisional/Exceptional Approvals

  1. Obtain departmental approvalfor the proposed expense(s).

  2. Gather supporting admin and funding documentation, such as an approved wellness grant proposal or donor terms that explain how the expense aligns with the funding’s purpose and permitted uses.

  3. Select “Exceptional/Pre-Approval” in the Asana Admin Request Form The CE3 admin team will coordinate final divisional approval before processing.

    1. Before submitting your request, please ensure you’ve completed the required admin form and gathered all necessary documentation, which typically includes:
      1. A completed admin request form
      2. Chartstring(s) for the funding source(s)
      3. Signature approval from your supervisor or program lead
      4. Any supporting documents, such as quotes, MOUs, and a Statement of Work (SOW), if applicable

Divisional Approvers & Processing Timelines

Approver

Timelines

Unit Approver

Varies

Associate Vice Chancellor (AVC)

5-10 Business Days

Vice Chancellor of Equity and Inclusion (VCEI)

10 Business Days

Executive Vice Chancellor and Provost (EVCP)

20 Business Days

Exceptional/Divisional Pre-Approvals Guidelines


Entertainment

  • Events Exceeding $20,000

    • Additional Approval — AVC & VC

    • Note — creating multiple contracts, purchase orders, or agreements with the same contractor to stay below approval thresholds is prohibited

  • Alcohol at Events
  • Morale-Building Activity

    • Additional Approval — VC

Procurement

  • Purchasing Goods over $10,000
    • Additional Approval — Financial Analyst
    • NOTE — creating multiple contracts, purchase orders, or agreements with the same contractor to stay below approval threshold is prohibited
  • Contracting Former UC Employees

    • Additional Approval — HR Director

  • Contracts over $10,000

    • Additional Approval — AVC & VC

    • NOTE — Vendors that are used multiple times a year are considered to be under a single contractor. Creating multiple contracts with the same contractor to stay below approval threshold is prohibited

  • Contracts over $100,000

    • Additional Approval —AVC, VC, & EVCP

    • NOTE — Multi-year contracts may be treated as a single contract for approval purposes.

  • After-the-Fact Approvals
    • Additional Approval — AVC & VC
    • NOTE — After-the-Fact approvals should be rare, as they represent unauthorized purchases of goods or services and/or policy violations. 
    • CE3 Admin will route requests to the Vice Chancellor for approval and must have a clear business purpose and justification. 

Updated Policy as of July 2026