Delegation of HR Approvals

HR approvals cannot be delegated to non-employees (also referred to as Persons of Interest or POIs). Refer to the Job Aid for Delegation in HR.

Project Budget Owners

Delegating approval of HR transactions that require Project Budget Owner approval, (scholarship payments, job opening requests, template-based hires, job change requests, and salary recoveries), can be submitted online through the My UCalgary Portal at My Work > Access & Delegation > Finance/Project Delegation or via the Team Authorization Form (TAF).

Business Rules

  • Delegates can be submitted online through the My UCalgary Portal at My work > Access & delegation > Finance/project delegation or via the Team Authorization Form (TAF), available through Research Accounting and there is no timeframe limitation.
  • Researchers can designate multiple approvers by Project.
  • The Delegate will have authority to approve on Projects identified in PeopleSoft or via the Team Authorization Form.
  • The Project Holder does not lose the ability to approve transactions for Projects that they have delegated

Frequently Asked Questions

Researchers can delegate as many approvers as required to a Project.

No, you can choose to remain the sole approver of your Projects. When you are away from campus and unable to approve however, you will have to set up delegation, even on a temporary basis.

No, you can designate multiple approvers by Project, but only one of the Project approvers has to approve each HR transaction.

Delegates can be submitted on-line through the My UCalgary Portal at My work > Access & delegation > Finance/project delegation or via the Team Authorization Form (TAF), under the Project Creation, Maintenance, and Delegation section. If you require additional assistance, refer to the Create New Project Delegation Quick Reference Guide.

If you are also a Dept ID Budget Owner, transactions that require Dept ID approval will still flow to you for approval. Should you need to temporarily delegate your approval, that delegation would have to be done via Manager Delegation in your HR PeopleSoft Self Service page.

Delegation by HR transaction is done only on a temporary basis, so in general even if the Project delegate also owns a department budget this should not cause an issue. However, when the Dept ID owner does set up temporary delegation by HR transaction their temporary delegate(s) will be included in the approval pathway even for those transactions that require project approval.

 

The interaction of delegating by both Project and HR transaction in HR PeopleSoft is very complex and this is an unavoidable outcome of that interaction. When this situation arises it is important that the delegated Project approver communicates to their HR transaction delegate that they do not and should not approve transactions that require Project approval.

No, at this time, delegation by department is not available in HR PeopleSoft. If you are a Department Budget approver and need to temporarily delegate that must still be done by HR transaction in your HR PeopleSoft Self Service page.

Department Budget Owners and Reports to Managers

Delegating approval of HR transactions that require Dept ID or Reports to Manager approval, (scholarship payments, job opening requests, template-based hires, job change requests, and salary recoveries) is done through Human Resources PeopleSoft, Manager Self Service, by the Manager.

Business Rules

  • Can temporarily delegate up to a maximum of 20 business days.
  • HR transactions can be delegated to one person by transaction type*. For example you can delegate each HR transaction type to a different person, and that person will have this authority across all your budgets.
  • HR transactions can be delegated to one person by transaction type*. For example you can delegate each HR transaction type to a different person, and that person will have this authority across all your budgets.
  • Once HR transactions are delegated, you as the Budget Owner will not have the ability to view or approve transactions for the time period indicated.

*Delegation by HR Transaction allows delegates to initiate the following: Job Change Requests, and Job Termination Requests.

Frequently Asked Questions

When you set up HR delegation for Job Changes and Template-Based Hires, you are delegating both your initiation and approval permissions. However, the delegate would not be able to initiate any Template-Based Hires in your place – you would need to request through I-AM that the delegate be provisioned with the HR Forms Initiator role, if this was required. For Scholarship Payment approvals and Salary Recovery approvals, the initiator is typically different than the approver, so the delegate would not typically be expected to initiate the transaction in any case.

An email request can be sent to hr@ucalgary.ca from the Delegator or the next Approver in the Signing Authority Matrix (SAM). HR will set up the delegation when necessary.