A-to-Z Index

3020 - Signature Authorization

Effective Date: July 1, 2009

Table of Contents:

   .100 General
   .200 Control Responsibilities
      .210 Accounting Services
      .220 Department
   .300 Form Preparation and Submission
      .310 Signature Authorization Form
      .311 Required
      .312 Where to Obtain Blank Forms
      .313 Number of Copies/Where to Send Completed Form
      .314 Form Preparation Instructions

.100 General

Signature Authorization is required to document approved signatures of individuals authorized to sign financial transaction documents for all active 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 Office of Finance will forward Signature Authorization listings to all departments and offices at the beginning of first semester. Upon receipt of the listings, departments should review and make any necessary changes to the listings and return the approved listings to the Finance Office, MSC 5719. Departments should use the Signature Authorization Form to make any corrections to signature authority during the year.

.200 Control Responsibilities


.210 Finance Office

1.  Maintain a current electronic list of approved signatures.
2.  Provide campus departments with change forms on the web for updating Signature Authority.
3.  Request campus-wide update to all listings as deemed necessary.
4.  Provide access to the electronic file of approved signatures to departments that need signatory information.

.220 Department

1.  Maintain a copy of each completed Signature Authorization form and each corrected listing.
2.  Submit corrected Signature Authorization listings to the Finance Office annually for signatory changes during the year and as requested by the Finance Office.

.300 Form Preparation and Submission


.310 Signature Authorization Forms

.311 Required

This form is required to document approved signers for financial transaction documents for all active 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.

.312 Where to Obtain Blank Forms

Blank forms are available online.

.313 Number of Copies/Where to Send Completed Forms

Complete one form and forward to the Office of Finance, MSC 5719,
Fax # 568-3346

.314 Form Preparation Instructions

Following are detailed instructions for the preparation of the Signature Authorization Form.

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 (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.

Mail completed form to the Finance Office, MSC 5719 or Fax # 568–3346