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

 

This form is used to request the change of unit information such as updating the unit title, organization level, and/or abbreviation. 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 the ASPM representative or Academic Affairs, will still be required if listed on the request form.

Email approval, DocuSign, digital or wet signatures by authorized signers are accepted.

 

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

 

• After selecting the “Update Unit” 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 completing the form for non-academic units.

If YES was selected continue to the steps after the Reminder for Academic Units for additional support documentation on completing 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. If it is required, please enter the name and EID of the Workday Approver in the Workday Approver fields. 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 Workday Approver field is only required if an update is being made to the long title or level of an organizational unit. 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.

 

 

• 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 Unit Code field. This is the seven-digit code that will identify the unit. 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 only fill out fields that changes are being requested for, and add N/A for any fields that are not changing.

 

• Under the CHANGE REQUESTED header, enter the Unit Short Title in the Unit Short Title field. This will appear in DEFINE and, if the unit 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 Unit Long Title in the Unit Long Title field. This will appear in DEFINE. If the unit is departmental/organizational, this is also the long title that will appear in the Department System and Workday.

 

Enter the Unit Organization Level in the Unit Organization 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 Unit Abbreviation in the Unit Abbreviation Field. This is a two- to four-character identifier for the unit. This is not the unit’s department code. Abbreviations are seen in DEFINE and Workday cost centers, and they can be updated as needed.

 

• Enter the reason for change in the Reason for Change field. This is a free text response field.

 

• Enter any Department System Information in the Department System Information field that is required. Do not enter any information from the above fields. This field is intended only for information such as mailing address, phone number, etc.

 

 

 

 

• 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.

 

 

• Please enter your name and EID email in the Requester fields.

 

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.

 

• 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.

 

 

 

• When completing the Authorized Signer field, please be sure the Authorized Signer entered is the unit administrator or 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, or 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.

 

• Workday Approver: 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 Unit Code field. This is the seven-digit code that will identify the unit. 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 only fill out fields that changes are being requested for, and add N/A for any fields that are not changing.

 

 

• Under the CHANGE REQUESTED header, enter the Unit Short Title in the Unit Short Title field. This will appear in DEFINE and, if the unit 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 Unit Long Title in the Unit Long Title field. This will appear in DEFINE. If the unit is departmental/organizational, this is also the long title that will appear in the Department System and Workday.

 

• Enter the Unit Organization Level in the Unit Organization Level Field. This number denotes the overall purpose of the unit and 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 Unit Abbreviation in the Unit Abbreviation Field. This is a two- to four-character identifier for the unit. This is not the unit’s department code. Abbreviations are seen in DEFINE and Workday cost centers, and they can be updated as needed.

 

• Enter the reason for change in the Reason for Change field. This is a free text response field.

 

• Enter any Department System Information in the Department System Information field that is required. Do not enter any information from the above fields. This field is intended only for information such as mailing address, phone number, etc.

 

• 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 Update a Unit Signature Desk Request Form.