Delegation of Authority (DOA 360)

DOA 360 (Delegation of Authority 360) is the California State University's centralized fiscal authority system within the Common Financial System (CFS). It records and manages who has the authority to approve financial transactions for specific departments, funds, or projects. At CSUSB, DOA 360 serves as the official source for fiscal approval assignments and integrates with systems such as Concur and CSUBUY to automatically route transactions to authorized approvers. 

What does DOA 360 do?

DOA 360 enables the university to:

• Assign fiscal approval authority to employees. 
• Define approval authority by Department (DEPTID), Fund, or Project. 
• Assign authority for specific financial functions, such as: 
  • JGS – CSUBUY Goods & Services 
  • TR – Concur Travel Requests 
  • TE – Concur Travel Expenses 
• Maintain approval hierarchies and spending limits. 
• Validate approver assignments before they are sent to integrated systems like Concur and CSUBUY. 

Why does CSUSB use DOA 360?

CSU Executive Order 1000 delegates fiscal authority from the Campus President through the Chief Financial Officer to designated campus employees. DOA 360 documents those delegations electronically so financial systems know who is authorized to approve transactions. 

How does DOA 360 work with Concur?

When an employee submits a Travel Request or Travel Expense Report in Concur:

1. Concur identifies the Department or Project being charged. 
2. It looks up the DOA 360 assignment for that ChartField. 
3. It routes the document to the designated DOA approver(s). 
4. Only authorized approvers can approve the transaction. 

Without a DOA assignment, Concur cannot determine who should approve the travel document, which may prevent the request from moving forward.

How does DOA 360 work with CSUBUY?

For purchasing, DOA 360 provides the approver information for JGS (Jaggaer Goods & Services). When a requisition is submitted in CSUBUY, the system uses DOA assignments to identify the appropriate fiscal approver. 

In simple terms

Think of DOA 360 as the university's "approval directory." It tells Concur, CSUBUY, and other financial systems:

• Who can approve, 
• What they can approve, 
• For which department, fund, or project, and 
• At what approval level. 

This ensures financial transactions are reviewed by the appropriate fiscal authority and comply with CSU policy.

At CSUSB:

• Departments submit requests to add, update, or remove approvers to doa360admin@csusb.edu. 
• Campus DOA Administrators maintain the assignments in DOA 360. 
• Campus DOA Administrators maintains the system configuration, Function IDs, approval levels, and other global setup. 

If a DOA request (submit, update, or delete) is needed for a Vice President, President or Provost only please contact doa360admin@csusb.edu.

All other requests are to be submitted by each department. 

1. Department Requestor (Initiates the Request)

The department administrative support staff, manager, or other authorized departmental representative submits the DOA request on behalf of the employee who needs fiscal authority.

The requestor:

• Selects the employee who needs DOA. 
• Specifies the Business Unit, Department, Fund, or Project. 
• Selects the Function ID(s) (such as JGS, TR, or TE). 
• Identifies the appropriate approval level. 
• Selects the approving authority. 
• Submits the request by emailing doa360admin@csusb.edu.

2. Department Approver (Approves the Request)

The designated fiscal authority (typically the employee's manager, dean, vice president, or other delegated authority) receives an email notification and reviews the request.

The approver:

• Reviews the requested authority. 
• Approves or denies the request through the Worklist. 
• Confirms that the requested fiscal authority is appropriate for the employee's role. 

This approval serves as the department's authorization for granting fiscal authority. 

3. DOA Administrator (Processes the Request)

After departmental approval, the DOA Administrator (Accounting Services) reviews and enters the approved delegation into DOA 360.

The DOA Administrator:

• Verifies the request. 
• Creates or updates the DOA assignment in DOA 360. 
• Runs the DOA 360 Exception Report to ensure there are no configuration or approval errors. 
• Confirms the assignment is ready for integration with Concur and/or CSUBUY. 

Summary

This separation of duties helps ensure that fiscal authority is requested by the department, approved by authorized management, and implemented by the campus DOA Administrator in accordance with CSU policy. 

NOTE: To avoid delays or confusion, communicate with the approver so they are aware these requests will be appearing on their worklists.

The approvers will receive reminder emails for 10 business days if the request has not been approved or denied. Past the 10 business days the request will fall off their worklist and a new request will need to be submitted.

Any staff member may submit a request to doa360admin@csusb.edu. Be sure to include and cc your MPP and cia-support@csusb.edu.

Email your request to doa360admin@csusb.edu.

An Approver is an MPP/Department Chair who has been formally authorized/delegated fiscal authority to review and approve financial transactions on behalf of a department, fund, or project for Travel, Printing Services, Budget Management, and Property Management.
 

Their authority is documented in DOA 360 (Delegation of Authority 360) and must be approved through the campus delegation process before they can approve transactions in systems such as CSUBUY or Concur. 

A Preparer is typically an administrative support staff member who creates and submits a financial transaction or a DOA request but does not necessarily have the authority to approve it.

Unlike an Approver, a Preparer is responsible for entering accurate information and ensuring the request is complete before it is routed for approval.

Travel Approval (TA)  -  Grants DOA to approve travel requests submitted through Concur. https://www.csusb.edu/travel

Printing Services Approval (PS)  -  Grants DOA to approve printing requests. Additionally, grants access to submit requests and view monthly statements. https://www.csusb.edu/printing/submit-a-job

Hospitality Expense Designee (HE)  -  To grant DOA to a designee for Hospitality Expenses only, per the hospitality policy. https://www.csusb.edu/policies/hospitality-policy

Budget Management (BM)  -  Grants DOA to approve department expenses paid through AP, such as hospitality expenses and direct expenditures.

Property Management (PM)  -  Grants DOA to approve requests for Property Management and approve Department Property Custodian. https://www.csusb.edu/property/procedures/areas-of -responsibility

Used to grant an MPP/Department Chair authorization for Budget Management, Property Management, Printing Services, and Travel Approval. 

-Please note, ONLY MPP/Department Chair can approve for Budget Management, Property Management, and Travel Approval.

Used to grant a staff member, such as an analyst or admin support, authorization for Travel & Printing Services only.

Used to grant a staff member authorization to submit a request for Budget Management.

Used to assign a staff member as a Department Property Custodian.

DOA 360 Approval Levels (Level 1–5) – the CSU-wide fiscal authority hierarchy.

Concur Approval Order (Primary, Secondary, Tertiary) – the routing order used within Concur.

These are the CSU systemwide fiscal approval levels used for purchasing. They are not the same approval structure used by Concur.

CSUBUY (JGS) Approval Levels

These approval limits are maintained in the DOA 360 Level and Amount page and are used by CSUBUY (Function ID JGS) to determine who has fiscal authority to approve purchases. All five levels must be configured for each Business Unit and Function ID. 

Concur (Travel Request – TR / Travel Expense – TE)

Concur does not use the Level 1–5 approval limits for routing travel documents. Instead, each department designates up to three approvers in an approval sequence:

For CSUSB, most departments designate only a Primary approver unless business continuity requires additional backups. 

              Summary

Important: Although DOA 360 stores both CSUBUY and Concur approvers, they are configured differently:

• CSUBUY uses five fiscal authority levels and spending limits. 
• Concur uses an approval order (Primary → Secondary → Tertiary) to route Travel Requests and Expense Reports. Many CSU campuses implement TR and TE with the same approvers and approval order.