Org Manager Responsibilities

In most cases the org manager of an account is the director of school or center.  If the account is established for grant activity, the org manager is the primary principle investigator (PI). 

The Org manager should work closely with the OFFICE OF FINANCE & ADMINISTRATION (OFA) to ensure transactions (operational and human resources) are appropriate for the account to be charged.  Org manager responsibilities are outlined in Fin Manual 203:

The responsibilities of the org manager are to:

  1. Appoint other people as authorized signers for the agency/org. It is recommended that agency/orgs have up to four authorized signers, including the org manager.
  2. Process against the agency/org only expenditure transactions, Personnel Action forms (PAFs), and budget changes/transfers consistent with the agency/org’s purpose. For agency/orgs having gift deposits, ensure that the gift funds are used in accordance with the donor’s stipulations. For agency/orgs having externally sponsored funding, expenditures must comply with any externally imposed stipulations. The spending of donor- or sponsor-provided funds contrary to the donor or sponsor stipulations could also be a violation of state statutes, carrying with it possible significant penalties to the person(s) incorrectly spending the funds.

An org manager’s or authorized signer’s approval/signature on a disbursement transaction is attestation to Financial Services that:

    1. the transaction is valid within the context of the agency/org’s purpose
    2. the documentation is sufficient for subsequent audit review, e.g., there is sufficient indication of the public purpose served if not inherently obvious

and

    1. the payment is for products/services already received except for items normally paid in advance such as subscriptions, maintenance contracts, and individual book purchases or arrangements where documented significant economic advantages accrue to ASU from such a payment arrangement.

Note:

Org managers and authorized signers cannot authorize payments to themselves.

  1. Recognize and be sensitive to the fact that an important part of the delegated accountability for the financial management of ASU’s resources is the establishment and implementation of adequate internal controls. Internal control is the integrated process of checks and balances established by a unit to provide reasonable assurance to protect university assets; to prevent unintentional errors; to detect intentional miscoding, misuse, or misappropriation of university resources; and to reduce risk.

The basis of ASU’s internal control directive is that primary and ultimate responsibility for the establishment and maintenance of sound internal control systems rests with org managers. A fundamental aspect of this stewardship is the responsibility to provide Arizona taxpayers, ASU students, donors, granting agencies, and others reasonable assurance that ASU’s resources are adequately controlled and that financial statements based upon expenses and revenues recorded in accounts are accurate.

Org managers, as well as all employees, are responsible for communicating identified operational problems, deviations from established standards, and suspected or actual violations of university policies and procedures or state law to an appropriate department (this can be, depending upon the circumstances, Financial Services, Internal Audit, General Counsel, dean’s office, Police Department, or a provost or vice president’s office):