Deans, department heads and other heads of university colleges/departments/units are required to perform specific financial management functions on a monthly basis as identified in the roles and responsibilities associated with their position.
To assist you in performing these tasks, a checklist has been prepared as a guideline only and may be used to supplement existing procedures already in use in your college/department/unit. User guides for the workflow tasks have also been created and can be found at the following:
Additionally, the university must be able to provide evidence, both internally and externally, that appropriate review of our use of public funds is taking place. Greater accountability is being placed on the university by governments, research sponsors, donors, and the public to ensure responsible financial management. Accordingly, the university is implementing a required monthly sign-off process for all individuals entrusted with the management of colleges/departments/units. Every month, an email will be sent once the month-end reports have been prepared, and a workflow task similar to this will appear on PAWS:
By clicking on the task identified in PAWS, you will be redirected to a sign-off procedure similar to this:
You must answer each question and provide a response in the note section in order to complete the sign-off procedure. You may partially answer the questions and “Save & Close” the workflow task in order to return to it at a later date. You must “Complete” the task in order for your responses to be registered and for the workflow task to disappear from your outstanding workflow list in PAWS. Your sign-off should be completed before the next month end.
In almost all cases, you should have two workflow tasks in PAWS each month: one for your role as financial manager of specific funds; and one for your role as head of a college/department/unit. Both sign-off procedures must be completed each month.