To move a unit into an Electronic Office, you will need to complete a "Move unit into Electronic Office" request form found on the Signature Desk website. Below you will find support documentation to help complete the form.

 

This form is intended to move a Unit into an electronic office. It cannot be used for moving accounts and budget groups. To move 26-accounts, submit a request to the Office of Sponsored Projects at osp@austin.utexas.edu. To move non-26 accounts, submit a request to Financial Accounting and Reporting (FAR) at oa.far@austin.utexas.edu.

 

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.

 

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.

 

 

• Enter your name and EID email in the Requester fields and the name and EID of the Authorized Signer in the Authorized Signer 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.

 

• In the UNIT DETAILS section, please add the details of each unit that is being moved.

 

• Enter the Unit Code in the Unit Code field. This is the seven-digit code that will identify the unit. You can quickly check GG6 or GG5 in DEFINE for unit codes. 000 units are called “main units.” -001, -002, etc. are called “subunits.”

 

• Enter the Unit Administrator Name and UT EID in the Unit Administrator Name and Unit Administrator UT EID fields. The unit administrator names and UT EIDs provided should be that of the units being moved, not the unit administrators hierarchically over the units. The seven-digit code assigned to a unit. The first four digits represent the official unit; the last three represent subunits within the official unit. You can check the Unit Administrator Name and EID on screens GG5 and GG6 in *DEFINE.

 

 

 

• Enter the Name of Electronic Office the unit will be moved into. A unit must be moved into an electronic office before the department can establish electronic document routing, signers, etc.

 

Please note that 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 unit to be added to, please reach out to your department’s electronic office manager or your department’s financial team.

 

• Enter the Name of the Office Manager. This can be seen on the electronic office's homepage on the EOM site. This is the person in charge of the electronic office you would like to move the unit into. If you are unsure of who this is, please reach out to your department’s financial team.

 

• Enter the Office Manager's UT EID. This can be seen on the electronic office's homepage on the EOM site.

 

 

If you are not sure if the name you have is of the Routing View (often all numbers, such as 12345667) or of the Electronic Office Name (typically all letters), you can check with your department’s finance team.

 

 

Request forms with the Routing View listed instead of the Electronic Office name will not be accepted, and a new form will be needed.

 

 

• 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 Move a Unit into an Electronic Office Signature Desk Request Form.