To create a subunit and subdepartment, you will need to complete a "Create Subunit and Subdepartment" request form found on the Signature Desk website. Below you will find support documentation to help complete the form.

 

 

Please note, that you will need to have access to *DEFINE in order to look up departmental codes and other information. This will be necessary to complete this form.

If you have any questions, please email signaturedesk@austin.utexas.edu

 

AUTHORIZED SIGNER:  When completing the Authorized Signer field, please be sure the person entered is a unit administrator (unit head) of the new unit's report-to unit or a higher unit administrator as shown on the GG6 screen in *DEFINE.  The individuals listed on the GG6 screen for the reports-to unit are the only valid signers, and please be aware the unit head of the new unit is not a valid signer. Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Member list, may sign in place of the *DEFINE unit administrator. Any signatures needed from additional teams, such as Academic Affairs or ASPM Reviewer, will still be required if listed on the request form.

 

CHIEF BUSINESS OFFICER (if required): Required only if the Supervisory Organizations (PM/JM) to be created in Workday will have a different Default Cost Center than the superior Supervisory Organization.

 

WORKDAY APPROVER (if required): This form must be signed by someone who has one of the following roles in the superior Supervisory Organization in Workday: HR Partner, Academic HR Partner, HR Executive, Academic HR Executive, or Security Partner. To see which individuals are assigned to these roles in Workday, enter “org:” and the sup org manager’s last name in the search bar, then click on the Roles tab. Only funding units that will not appear in the Department System or Workday are exempt from requiring a Workday Approver signature.

 

 

Before completing the DocuSign form to Create Subunit and Subdepartment, you will need to enter both the name of the Requester as well as the name of the Authorized Signer of the office.

 

Using EID email addresses is required to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

 

• Enter your name and EID email in the Requester fields

 

• Enter the name and EID of the Authorized Signer in the Authorized Signer fields. Please be sure the person entered is an authorized signer of the new unit's report-to unit or a higher unit administrator as shown on the GG6 screen in *DEFINE. The individuals listed on the GG6 screen for the reports-to unit are valid signers, and please be aware the unit head of the new unit is not a valid signer. The Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Members list, may sign in place of the DEFINE unit administrator. Any signatures needed from additional teams, such as the ASPM representative or Academic Affairs, will still be required if listed on the request form.

 

Using EID email addresses is required to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

 

• Enter the Name and EID of the Chief Business Officer in the Chief Business Officer fields. This is required only if the Supervisory Organizations (PM/JM) to be created in Workday will have a different Default Cost Center than the superior Supervisory Organization.

 

• Enter the Workday Approver in the Workday Approver fields if this is required. This form must be signed by someone who has one of the following roles in the superior Supervisory Organization in Workday: HR Partner, Academic HR Partner, HR Executive, Academic HR Executive, or Security Partner. To see which individuals are assigned to these roles in Workday, enter “org:” and the sup org manager’s last name in the search bar, then click on the Roles tab. Only funding units that will not appear in the Department System or Workday are exempt from requiring a Workday Approver signature.

 

• Click Begin Signing to complete the DocuSign form.

 

 

 

 

• The DocuSign form will automatically fill in the date and the Requester’s Name, but please add in your EID in the highlighted box to the right of your name.

 

• Enter the Effective Date in the Effective Date field. DEFINE will always create the unit on 9/1 of the current fiscal year. One year ahead can also be requested. However, a specific creation date can be specified for departmental or organizational units within the Department System.

 

• Enter the Special Use Code/CIP Code in the Special Use Code/CIP Code field. Please contact Academic Space Planning and Management if you are unsure of what this code is or if you have questions about it.

 

• Enter the Proposed Subunit Code in the Proposed Subunit Code field. This is the seven-digit code that will identify the subunit. Unit codes that already exist cannot be used. You can quickly check GG6 or GG5 in DEFINE to see if a unit code exists. 000 units are called “main units”. -001, -002, etc. are called “subunits”. Please note that if you choose to create a subunit, no other units will be able to report to it.

 

• Enter the Subunit “Reports To” Unit in the Subunit “Reports To” Unit field. This will be the unit the proposed subunit reports to in *DEFINE. If the unit is also departmental/organizational, this relationship will hold across the Department System and Workday as well. If a unit is a subunit, ex. 1234-001 or 1234-002, it will always report to its own main unit. In the example, these two subunits will always report to 1234-000. 

 

• Enter the Organizational Level in the Organizational Level field. This number denotes the overall purpose of the unit and it is not connected to a person’s job title. Please see the DEFINE Organizational Levels Descriptions and Hierarchy guidance for more information about organizational levels. Organizational levels set hierarchy within a unit’s reports-to chain. The lower the number, the higher up the reports-to chain. Ex. A 7 can report to a 5, but a 5 cannot report to a 7. 

 

• Enter the Proposed Subunit Administrator UT EID and Name in the Proposed Subunit Administrator UT EID and Name fields. This is the same person counted as the unit head in the Department System if this unit will be organizational. Unit heads have fiscal responsibility and accountability for the accounts under their control. The Signature Desk does not have official guidance on who the Proposed Unit Head should be, but please consult internally about that role.

 

• Enter the Subunit Short Title in the Subunit Short Title field. This will appear in DEFINE and, if the subunit is departmental/organizational, in the Department System under Short Title. Short titles can be no more than 22 characters including spaces, and no punctuation or symbols may be used.

 

• Enter the Subunit Long Title in the Subunit Long Title field. This will appear in DEFINE. If the subunit is departmental/organizational, this is also the long title that will appear in the Department System and Workday.

 

• Enter the Subunit Abbreviation in the Subunit Abbreviation field. This is a two- to four-character identifier for the subunit. This is not the subunit’s department code. Abbreviations are seen in DEFINE and Workday cost centers, and they can be updated as needed.

 

 

 

• Enter the name of the Electronic Office to move the Subunit to in the Move Subunit to Electronic Office field. Electronic office names are always a short collection of characters and they are predominantly letters only, such as DY:EBITS. They are not the full title of a department, and they are not a collection of numbers only, such as 1234000. If you are unsure of the name of the electronic office you would like the subunit to be added to, please reach out to your department’s electronic office manager or your department’s financial team.

 

• Enter the Office Manager’s Name and UT EID in the Office Manager’s Name and UT EID field. This is the person in charge of the electronic office you would like to move the subunit into. If you are unsure of who this is, please reach out to your department’s financial team.

 

 

 

• Select the Type of Subunit that applies to the subunit that is being created. If you chose option one or two, continue filling out the below fields. If the subunit is funding only, please enter N/A in from the “Subdepartment Full Title for Sorting” to the “Subdepartment Keywords” fields.

 

• Enter the Subdepartment Full Title for Sorting in the Subdepartment Full Title for Sorting Field. This is the same as the long title in *DEFINE, but any general wording will be placed at the end. Ex. “Center for ABC” will be “ABC, Center of” for its sorting title. Please See the Department System Naming Standards for naming conventions.

 

• Enter the Subdepartment Familiar Title in the Subdepartment Familiar Title field. This is an optional field, and the Department Full Title can be entered here.

 

• Enter the Proposed Subdepartment Code in the Proposed Subdepartment Code field. These are seven characters in total. They begin with the four-character department code of the main unit and then end with three characters to denote that subunit. Ex. if a main unit's department code is ABCD, the subunit subdepartment code could be EFG. The entire code for that subunit would be ABCDEFG. No subdepartment code that already exists can be used, and please note that a subdepartment code cannot be changed once created. You can check the Department System for proposed subdepartment code within the four-character department code for the main unit/department.

 

• Enter the Subdepartment Manager Name and UT EID in the Subdepartment Manager Name and UT EID field. This title does not mean the subunit administrator, subunit head, or Workday Supervisory Organization Manager. “Manager” here refers to the role of Department System manager. Department System managers can make updates to some contact types for a unit in the OHS Contacts system.

 

• Enter the Subdepartment Mail Code in the Subdepartment Mail Code field. You can check the UT Mail Code site to find the building’s mail code. 

 

• Enter the Subdepartment Building in the Subdepartment Building field. You can check the UT Mail Code site to find the three-letter identifier for the building. 

 

• Enter the Subdepartment Room in the Subdepartment Room field. You can check the UT Mail Code site to find the full address for the building. 

 

• Enter the Subdepartment Mailing Address in the Subdepartment Mailing Address field. You can check the UT Mail Code site to find the room.

 

• Enter the Subdepartment Zip Code in the Subdepartment Zip Code field. You can check the UT Mail Code site to find the zip code for the building. 

 

• Enter the Subdepartment Phone Number in the Subdepartment Phone Number field.

 

• The Subdepartment Fax, Subdepartment Web Address, and Subdepartment Email Address are optional fields. However, either a web address or an email address must be entered.

 

• Choose up to two Subdepartment Types in the Subdepartment Types field. A Subdepartment Type or types indicates the overall purpose of a subdepartment. It does not affect hierarchy like organizational levels do. It makes it easier for those who wish to search the Department System by various types of departments, such as Academic or University Administrative. 
  • Selectable department attributes are: Admissions, Health Care Services, Publications, Alumni Relations, HR, Research Support, Career Services, Information Technology, Resource Development, Conference Facility, K-12 Ed Support, Sports and Rec, Financial Aid, Learning Resource Center, Student Services, Financial Services, Media Support, Training, Food Services. Please see the Department Types and Possible Attributes guidance for a list of which attributes can be used with which department types.

 

• Enter any Subdepartment Attributes in the Subdepartment Attributes field. These give more information about a subdepartment beyond its Subdepartment Type. Please see the Department System Glossary for more information on attributes. Please see the Department Types and Possible Attributes guidance for a list of which attributes are associated with specific department types.

 

• Enter any Subdepartment Keywords in the Subdepartment Keywords field. This is optional, but they are meant to assist those searching the Department System for units related to different topics, ex. “business” or “oceanography.” No personal names should be used. Each keyword can be up to forty (40) characters long (separated by comma in the box). Each field can contain as many words as you would like, as long as the character limit is not exceeded.

 

 

 

• Sign and complete the DocuSign form.

 

• Click Finish to submit the DocuSign form. You will be automatically directed to a confirmation page and the form will be sent for signing. After it has been signed the Requester will be notified. The document will then be ready for processing by the Signature Desk. If there are any questions regarding the request, they will contact the Requester via the ServiceNow ticket. Upon completion of the request the Signature Desk will notify the Requester.

 

Please note that using EID email addresses is required for all Signature Desk form submissions to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

Please note that request processing time varies depending on the overall volume of requests and complexity involved in the type of request made.

 

 

Follow the link to download the pdf version of the support documentation for the Create Subunit and Subdepartment Signature Desk Request Form.