To Sign Or Not To Sign Gregory Ellio+, Chair of the UTSA Department of Art & Art History
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To Sign Or Not To Sign
GregoryEllio+,ChairoftheUTSADepartmentofArt&ArtHistory
PaperFormsandElectronic(Paper,On-Line,PeopleSoft,Etc.)
RequiringChair’sSignature1. P.O.I.—PointofInterestForm(paper)-MG2. RemovalofEquipmentforms-Dean3. Mechanicalkeyrequest(paper)-Annele4. Departmentalapprovalforms(DAF)–(paper)-Annele5. CardMaintenanceForm(CMR)(paper)-Annele6. Timesheets(paper)-Annele7. MonthlyFinancialReportCertificationStatements(paper)-Victor8. ChartsofAccounts(COA)MaintenanceRequest-IsignformsforGregasperneedofnewbudgetaryaccounts
fordepartment.Newaccountthisyear-F&A(DFS281),Facilities(DFM079),Alvarez-StudyAbroad(ET0044),Faculty/StudentResearchTravel(DGF008).(paper)-Victor
9. UTShareDepartmentUserAccessForm-FinancialManagementSolutions(FMS),HumanCapitalmanagement(HCM)SecurityAccess.TimeKeeper,Accesstodepartmentfinancialqueriesanddataextract,etc.(online)-Victor
10. RequestforOneTimeDBT(departmentbudgettable)FundingChange.Forexample,ChristopherHardgrovehire,thispastsummerwithplacinghiswagestobepulledfromcorrectaccountbasedonpositionsID#associatedwithbudgetaccount.(online)–Victor
11. FiscalManagementSub-Certification-YearEndClosing.(paper)-Victor12. WireTransferRequest(online)-Victor13. DepositTransmittalForm(online)-Deligated.Fundinggoingintoouraccountsfortravel,etc.-Victor14. MechanicalKeyRequest-IsometimessignforGreg,asperhisdirectapproval.(paper)-Victor15. StudioAccessRequest-delegated.-Victor16. StaffPerformanceEvaluationReviewForm–(Paper)-Victor17. HRCompensation-NewPositionJustificationForm,SalaryStaff/FacultySupplementation.(online)-Victor18. HRDayOne-DAFForm-Hire,Rehire,FacultyContracts,NewPositions,ModifyPositions,PayRateChange,Job
RecordChange.(on-Victor19. HRFacultySeparation/Termination-Resignationletters.-Victor20. ProcardtransactionLogs-Victor21. CardMaintenanceRequest-Victor22. RemovalofEquipment-Victor23. SurplusPropertyTurn-informs-IsignforGregtoexpeditematerialsneedingsurplusedinloadingdockorno
longerfunctionalorusefulfordepartment.-Victor24. PurchaseReimbursementForm–ExpenseReports(Paper)-Leticia25. InjuryReportStatement(Paper)-Leticia26. SupplierInformationForm(SID)–Vendortogetpaid-Leticia27. Requisitions(On-linePeopleSoft)–Copier,ArtSupplies,etc.-Leticia28. ExpenseReports(On-linePeopleSoft)-Leticia29. Non-POVouchers(On-linePeopleSoft)–MakepaymentstoPraxair,Cuevas,Memberships,etc.-Leticia30. PettyCashForm(Paper)-Leticia31. ProcardLogs(PaperandOn-linePeopleSoft)–Back-Up-Leticia32. Procard(CMR)CardMaintenanceRequest(Paper)–Back-Up–Leticia33.SummaryFinancialReports(Paper)–Victor
PaperFormsandElectronic(On-LinePeopleSo7)Etc.RequiringSignatureandorApproval1. P.O.I.—PointofInterestForm.2. C.B.C.—CriminalBackgroundCheck.3. CourseLeaf—CatalogElectronicApproval.4. ScholarshipLe+ers.5. FacultySearchRegret/OfferLe+ers.6. Mechanicalkeyrequest.7. Departmentalapprovalforms(DAF).8. StaffrequestforYmeoff.9. Timesheets.10. SubsYtuYonforms.11. Addforms.12. Overrideforms(GradandUndergrads).13. TeachingPracYcumforms.14. Internshipforms.15. Independentstudyforms.16. StudentAcademicandGradeGrievanceforms.17. Auditcourseforms.18. ChallengeExaminaYonforms.19. ChangeofGradeform.20. ScholasYcDishonestyforms.21. PermissionforEnrollingInanUndergraduateCourseWhileaGraduate.22. PermissionforEnrollingInaGraduateCourseWhileanUndergraduate.23. PermissionforPost-BaccalaureateStudentstoEnrollInGraduateCoursesIfAdmi+edAttheUndergraduateLevel.24. SeniorSeminarforms(ARTonly).25. MonthlyFinancialReportCerYficaYon/RecYficaYonStatements.26. ChartsofAccounts(COA)MaintenanceRequestasperneedofnewbudgetaryaccountsfordepartment.27. UTShareDepartmentUserAccessForm-FinancialManagementSoluYons(FMS),HumanCapitalmanagement(HCM)SecurityAccess.TimeKeeper,Accesstodepartmentfinancialqueriesanddataextract,etc.28. RequestforOneTimeDBT(departmentbudgettable)FundingChange.29. FiscalManagementSub-CerYficaYon-YearEndClosing.30. WireTransferRequest.31. DepositTransmi+alForm-Fundinggoingintoouraccountsfortravel,etc.
32. Tenantreferenceforms(newfacultyandGraduatestudentsmostoden).33. StudioAccessRequest.34. PerformanceEvaluaYonReviewForm-StaffPosiYon.35. HRCompensaYon-NewPosiYonJusYficaYonForm,SalaryStaff/FacultySupplementaYon.36. HRDayOne-DAFForm-Hire,Rehire,FacultyContracts,NewPosiYons,ModifyPosiYons,PayRateChange,JobRecordChange.37. HRFacultySeparaYon/TerminaYon-ResignaYonle+ers.38. ConfirmaYonofemploymentrequests/forms.39. CardMaintenanceRequest.40. RemovalofEquipment.41. SurplusPropertyTurn-informs.42. PurchaseReimbursementForm–ExpenseReports(Paper).43. InjuryReportStatement(Paper).44. SupplierInformaYonForm(SID)–Vendortogetpaid.45. AcceptanceofintenttoReYrenoYficaYon(le+ers).46. ExpenseReports(On-linePeopleSod).47. Non-POVouchers(On-linePeopleSod)–MakepaymentstoVendors,Cuevas,Memberships,etc.48. Pe+yCashForm(Paperbutturningintodigital).49. ProcardLogs(PaperandOn-linePeopleSod).50. Procard(CMR)CardMaintenanceRequest(Paper).51. CellphoneexcepYonandsYpendforms.52. InstructordroppolicyauthorizaYons.53. MedicalleaveauthorizaYons.54. Departmentapprovalenrollmentforms.55. UTSharetoRowdyexchangeapprovalsforrequisiYonsandP.O.s.56. Worklistapprovals(SharePoint).57. PromoYonandTenure,CPE,andPPEdocumentsandcoversheets.58. ExhibiYoncontractforms.59. TravelauthorizaYonforms.60. MAandMFAthesisforms.61. FERPAWaiveracceptanceform.Faculty,Staff,Student(OdenrequiresmulYpleforms–studenttravelinsuranceetc.)62. Speaker,ParYcipant,Servicesagreements63. LabsafetyCorrecYonReports(studios).
PaperFormsandElectronic(Paper,On-Line,PeopleSoft,Etc.)
RequiringChair’sSignature1. P.O.I.—PointofInterestForm(paper)-MG2. RemovalofEquipmentforms-Dean3. Mechanicalkeyrequest(paper)-Annele4. Departmentalapprovalforms(DAF)–(paper)-Annele5. CardMaintenanceForm(CMR)(paper)-Annele6. Timesheets(paper)-Annele7. MonthlyFinancialReportCertificationStatements(paper)-Victor8. ChartsofAccounts(COA)MaintenanceRequest-IsignformsforGregasperneedofnewbudgetaryaccounts
fordepartment.Newaccountthisyear-F&A(DFS281),Facilities(DFM079),Alvarez-StudyAbroad(ET0044),Faculty/StudentResearchTravel(DGF008).(paper)-Victor
9. UTShareDepartmentUserAccessForm-FinancialManagementSolutions(FMS),HumanCapitalmanagement(HCM)SecurityAccess.TimeKeeper,Accesstodepartmentfinancialqueriesanddataextract,etc.(online)-Victor
10. RequestforOneTimeDBT(departmentbudgettable)FundingChange.Forexample,ChristopherHardgrovehire,thispastsummerwithplacinghiswagestobepulledfromcorrectaccountbasedonpositionsID#associatedwithbudgetaccount.(online)–Victor
11. FiscalManagementSub-Certification-YearEndClosing.(paper)-Victor12. WireTransferRequest(online)-Victor13. DepositTransmittalForm(online)-Deligated.Fundinggoingintoouraccountsfortravel,etc.-Victor14. MechanicalKeyRequest-IsometimessignforGreg,asperhisdirectapproval.(paper)-Victor15. StudioAccessRequest-delegated.-Victor16. StaffPerformanceEvaluationReviewForm–(Paper)-Victor17. HRCompensation-NewPositionJustificationForm,SalaryStaff/FacultySupplementation.(online)-Victor18. HRDayOne-DAFForm-Hire,Rehire,FacultyContracts,NewPositions,ModifyPositions,PayRateChange,Job
RecordChange.(on-Victor19. HRFacultySeparation/Termination-Resignationletters.-Victor20. ProcardtransactionLogs-Victor21. CardMaintenanceRequest-Victor22. RemovalofEquipment-Victor23. SurplusPropertyTurn-informs-IsignforGregtoexpeditematerialsneedingsurplusedinloadingdockorno
longerfunctionalorusefulfordepartment.-Victor24. PurchaseReimbursementForm–ExpenseReports(Paper)-Leticia25. InjuryReportStatement(Paper)-Leticia26. SupplierInformationForm(SID)–Vendortogetpaid-Leticia27. Requisitions(On-linePeopleSoft)–Copier,ArtSupplies,etc.-Leticia28. ExpenseReports(On-linePeopleSoft)-Leticia29. Non-POVouchers(On-linePeopleSoft)–MakepaymentstoPraxair,Cuevas,Memberships,etc.-Leticia30. PettyCashForm(Paper)-Leticia31. ProcardLogs(PaperandOn-linePeopleSoft)–Back-Up-Leticia32. Procard(CMR)CardMaintenanceRequest(Paper)–Back-Up–Leticia33.SummaryFinancialReports(Paper)–Victor
MyFiveRulesofFormsandsignatures
• Haveasystem!• Workwiththestaffandpartthetasksuptopeoplethatyoucantrust.Talkto
themoften!• Peoplefirst–Moneyaveryclosesecond!• Remember-Someoneouttheirthinksthattheirformisthecenterofthe
universe!• Watchoutforthedetails–theywillgetyoueverytime!
Itisahugetasksoremembertheoldsaying…Howdoyoueatanelephant?Onebiteatatime
MyFiveRulesofFormsandsignatures
• Haveasystem!• Workwiththestaffandpartthetasksuptopeoplethatyoucantrust.Talkto
themoften!• Peoplefirst–Moneyaveryclosesecond!• Remember-Someoneouttheirthinksthattheirformisthecenterofthe
universe!• Watchoutforthedetails–theywillgetyoueverytime!
Itisahugetasksoremembertheoldsaying…Howdoyoueatanelephant?Onebiteatatime
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