Signature Authority

• Signature Authority Report by Department
• Signature Authority Report by Employee

The Signature Authority reports (view only) list the names of people who currently have the authority to sign financial transaction documents for the Department's DeptIDs. This includes but is not limited to: PAR forms, Human Resources transaction documents for personnel, purchase documents, vendor invoices, other payment documents, Agency Transaction Vouchers (ATV), and Student and Wage Employee Time Sheets.

The Signature Authorization Form is required to document approved signers for all active DeptIDs. The form is available online. A sample form is also available for your review. Any questions regarding completing the form or the information in the Signature Authority reports posted online should be addressed to Judy Powell by phone, x86433 or by email at powelljc@jmu.edu.

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*NOTE: In some PeopleSoft applications, Org Code is referred to as DeptID. DeptID and Org Code are one and the same. However, with new PeopleSoft upgrades, the use of "Org Code" is phased out and replaced with "DeptID."

SPECIFIC INSTRUCTIONS FOR COMPLETING THE FORM

Send the completed form to the Finance Office, MSC 5719, in Massanutten Hall, Room 331, or fax to x83346.

• Name of the Division
  Select one.
• Division Head
  Select one.
• Name of the College or the AVP Area
  Enter the name of your college or AVP area (example - College of Arts & Letters, Business Services, etc.). If the DeptID is assigned directly to the Division, you will not need to complete this section.
• Name of the Dean or AVP
  Enter the name of your Dean or AVP. If the DeptID is assigned directly to the Division, you will not need to complete this section.
• Name of the Department
  Enter the name of your department. If the DeptID is assigned directly to either the Division or the Dean/AVP, you will not need to complete this section.
• Name of the Director or Department Head
  Enter the name of your Director or Department Head. If the DeptID is assigned directly to either the Division or the Dean/AVP, you will not need to complete this section.
• Fiscal Contact Name
  Enter the name of the Fiscal Contact for this DeptID. The person designated as Fiscal Contact would answer general questions regarding the DeptID.
• Fiscal Contact Phone
  Enter the Fiscal Contact's phone number.
• Fiscal Contact MSC
  Enter the Fiscal Contact's mail stop code (MSC).
• DeptID
  Enter the six-digit DeptID for which signature authorities are being changed.
• P.I. of DeptID – for Grants Only
  For grants only, enter the name of the P.I. (principal investigator) for this DeptID.
• DeptID Name
  Enter the official name of the DeptID for which signature authorities are being changed.
• Action
  To add a new authorized signer, choose "Add Signer." To change a current authorized signer, choose "Change Signer." To delete an authorized signer, choose "Delete Signer."
• Names of Authorized Signers
  Type the name(s) of employee(s) you are adding, changing, or deleting as authorized to sign financial transaction documents for this DeptID.
• PeopleSoft Employee ID Number
  Enter each authorized signer's PeopleSoft ID number. This is the number found on the employee's payroll advice and JAC card.
• DeptID
  Enter the six-digit DeptID – same as entered in top portion of form.
• Authorization Areas - (Time Sheets, Expenditures, PAR/Personnel, Budget)
  When adding or changing authorization areas for a signer, be sure to indicate ALL areas of authorization that will apply for that signer. When making a change to a current signer, the new line of information will supersede all previously submitted information for that signer. When deleting a signer, choose " Delete Signer " and all authorizations will be deleted.
  For Time Sheets – choose either " Entry and Approval " or " Entry Only. " If no signature authority for time sheets is being given, choose "No Authority."
  For Expenditures, PAR/Personnel, and Budget – Insert an " X " in each category for which the signer will be authorized to sign.
• Approving Authority Signature
  The Vice President, Assistant Vice President, Dean, Director, or Department Head, who is the Approving Authority for this DeptID must sign.
• Approving Authority Name
  Type name of Approving Authority.
• Title
  Enter the title of the Approving Authority.
• Effective Date
  Enter the date changes are to go into effect.