To delete a unit, you will need to complete a "Delete a Unit" request form found on the Signature Desk website. Below you will find support documentation to help complete the form.

 

Before completing the DocuSign form to Delete a Unit, you will need to enter both the name of the Requester as well as the name of the Unit Administrator of the unit that will be deleted.

 

This form must be signed by the *DEFINE unit administrator or a *DEFINE unit administrator in the "reports to" hierarchy as shown on the GG6 screen in *DEFINE, or a CUBO member or delegate as per the Financial and Administrative Services CUBO Members list. Any signatures needed from additional teams, such as Academic Affairs, will still be required if listed on the request form.

 

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

 

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 Unit Administrator in the Unit Administrator fields. 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 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 Academic Affairs, will still be required if listed on the request form.

 

• Click the Begin Signing button at the bottom of the page. This will generate a DocuSign form that will open automatically.

 

 

 

• 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 unit code of the Unit you would like to delete in the Unit Code to Delete field. This is the seven-digit code that identifies the Unit (the first four digits represent the official unit; the last three represent subunits within the official unit). You can quickly check GG6 or GG5 in DEFINE to see unit codes.

 

• Select Yes or No from the dropdown “Are there any units that report to the unit you want to delete?” 000 units are called “main units”. -001, -002, etc. are called “subunits” and will be listed on the GG6 or GG5 screen in *DEFINE.

 

• Select Yes or No from the dropdown “Are there any budget groups in the unit?” This can be found on the GG5 screen in *DEFINE.

 

• Select Yes or No from the dropdown “Is there any inventory associated with the unit?” This can be found on the NV3 screen in *DEFINE.

 

• Select Yes or No from the dropdown “Are there any positions in HRMS associated with the unit?”

 

 

If you have answered YES to any of the four questions on the form, the unit cannot be deleted.

 

• If there are any units that report to this unit, complete a “Change Reporting Unit” Signature Desk Request form.
• If there are any budget groups in this unit, submit a request to the Office of Sponsored Projects at osp@austin.utexas.edu to remove 26-accounts. To move non-26 accounts from the unit, submit a request to Financial Accounting and Reporting (FAR) at oa.far@austin.utexas.edu.
• If there is any inventory in this unit, contact Inventory Services at INVgeneral@austin.utexas.edu to reassign the inventory.
• If there are any positions owned by this unit, contact your departmental HR administrator to request that the owning units of these positions be updated to other units.

 

 

• Add any reasons for deletion in the free response section.

 

• 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 Delete a Unit Signature Desk Request Form.