Signature Authorization

Morehouse School of Medicine

Instructions for Completion of Signature Authorization Form


Memo	Detailed Instructions	Signature Authorization Form

Memorandum
TO: MSM Faculty and Staff
FROM: David Byrd, Controller
SUBJECT: Signature Authority
DATE: June 6, 2003
________________________________________________________________________
Signature authority is established to ensure that there is a management review and approval of the Institution’s expenditures. To process a purchase, travel, budget or personnel/payroll document, an original signature authorization form must be on file in the Finance Office. Effective immediately, transactions submitted to the Finance Office will be processed according to the signature authorization documents on file. Documents with inappropriate signatures will be returned to the department chair or unit head.

Original authorized signatures are required on all documents. It is inappropriate to sign someone else’s name or initial an approver’s signature. Delegation of signature authority to another individual during vacations or temporary absences require a memo to my attention specifying the start and end time period of the delegation period.

The Travel Related and Expense Reimbursement policy requires travel advances, travel expense requisitions, travel expense reports and cash reimbursement requisitions to be approved by the employee’s supervisor. Again, any of these documents submitted without the appropriate supervisor’s signature will be returned to the department chair or unit head.

Instructions regarding the completion and updating of the Signature Authorization Form can be assessed via the web at http://pluto.msm.edu/finance/signature_authorization.htm.

If there are any questions regarding proper approval authorization, please contact me at 404 752-1673 or via e-mail at brydd@msm.edu. In addition, copies of signature authorizations on file in the Finance Office can be obtained by contacting Rita Raines at 404 752-1764.

Your cooperation in this matter is appreciated.

General

All Department Chairs and Unit Heads should complete the attached Signature Authorization Form. The purpose of this information is to provide a record of individuals within a department who have signature authorization to approve account set-up, FITS access, budget change, purchase requisitions, travel, request for personnel, personnel action and time card forms.

Detailed Instructions

1. Mark the appropriate action on the top of the form.

2. Fill in the account number or source of fund number and name at the top to the form.

3. Submit one form for multiple account numbers or source of funds (SOF) write "See Attached" on the account number or SOF space. Attach a list of each account number or SOF for which the individuals have signature authority.

4. Personnel with signature authority should print and sign their names on the indicated lines.

5. Indicate under dollar limit the amount of spending limitations. (i.e. greater than $500 or less than $500)

6. The Department Chair or Unit Heads should sign the completed form. Forward the form to the Finance Office (Attn: Controller).

Signature Authorization Form