Accounting Services Section (ACT)
POLICY 18
Effective Date: 03/01/1998
Last Modified Date: 07/16/1998
Signature Requirements
Only one approving signature is required by Business and Finance for campus units to process documents disbursing non-personnel funds; and a maximum of only two approving signatures is required for personnel funds. This policy indicates the minimum number of signatures required by Business and Finance for processing transactions, and does not preclude the requirement of additional approving signatures by a Department or School.
Counter Signature
In instances where reimbursement for out-of-pocket business expense is to be paid to an individual, who happens to be the disbursing authority for the account to which the expense will be charged, a counter signature should be obtained. The signature may be from either of the following: (1) a person of higher authority or (2) the business manager or other person designated to review and approve expense transactions for the department, school, college or division.
Signature Delegation
If an authorized individual wishes to delegate his or her approval signature authority, such delegation should be in writing. When signing documents for an individual, a designee should sign his or her own name (rather than the name of the individual they are signing for), and print or type the word "for" and the name of the original authorized individual.
The naming of a designee does not relieve the authorized individual of the ultimate fiscal responsibility and accountability of funds under his or her control. By appointing designees to sign on his or her behalf, the authorized individual is not delegating responsibility, merely the authorization to approve transactions.
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