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

This form is used to update a unit’s reporting unit. The current unit administrator cannot sign this form. It must be signed by any unit administrator hierarchically above this unit 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 the ASPM representative or Academic Affairs, will still be required if listed on the request form.

 

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

 

• After selecting the Change Unit “Reports To” you will be asked if this unit is an academic unit. Depending on your answer to this question, you will be routed to the correct form to complete. Select either No or Yes and click Next.

 

If NO was selected continue to the following steps for additional support documentation on how to complete the form for non academic units.

If YES was selected continue to the steps for additional support documentation on how to complete the form for academic units.

 

 

• If you selected NO, this unit is not an academic unit, please Enter your name and EID email in the Requester fields and the name and EID of the Authorized Signer in the Authorized Signer fields.

 

• 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.

 

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

 

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.

 

When completing the Authorized Signer field, please be sure the Authorized Signer entered is a unit administrator in the “report to” hierarchy of the unit to be updated, as shown on the GG6 screen in *DEFINE for the unit to be updated. The unit administrator of the unit to be updated is not a valid signer.

 

 

 

• 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 Unit Code in the required 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 existing unit codes.

 

• Enter the Unit Code of the current “reports to” unit in the required field. This can be found on GG6 and GG5 of *DEFINE. When checking GG5, you will see the only first four digits of the superior unit; the last three digits will always show “-000.”

 

• Enter the Unit Code of the new “reports to” unit that you would like it to be changed to. This will be the unit the proposed unit 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. Please be aware that organizational levels can also effect a units “reports to,” please see DEFINE Organizational Level Descriptions and Hierarchy for more details.

 

• 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.

 

 

 

• If you selected YES, and your unit is an academic unit, you will receive a brief reminder that all updates involving academic units will route to Academic Affairs. After reading the reminder, please click Next to continue.

 

 

 

• If you selected Yes, this unit is an academic unit, please enter your name and EID email in the Requester fields.

 

• Additional Departmental Approval (optional): This is an optional step for departments that would like a request to pass through someone else in the department for review prior to the request going forward to the signers for approval.

 

 

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.

 

 

 

• When completing the Authorized Signer field, 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 Academic Affairs, will still be required if listed on the request form.

 

• 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.

 

• After completing all necessary fields, please 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 the Unit Code in the required 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 existing unit codes, or can look at the Current Unit Code List.

 

• Enter the Unit Code of the new “reports to” unit that you would like it to be changed to. This will be the unit the proposed unit 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.

 

• 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 Change a unit reports to Signature Desk Request Form.