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Section 2 - Approval of Documents

Section 2.1 - Signature Authority

Date: 2/20/06 — Approved: Finance Board

Authorized area directors may delegate authority to sign official financial documents to other responsible employees under conditions approved by the Controller. Such delegation does not relieve the area directors of the responsibility for any action taken.

SIGNING OF OWN NAME

Budget Managers - Those employees delegated the authority to sign for their own designated budget accounts are to sign their own names.

AFFIXING OF SIGNATURES

Budget Managers — Budget Managers and those employees authorized to sign for them must hand sign all documents. The use of rubber stamps, signature plates, or other mechanical devices to affix the signature is prohibited. On carbon set forms only the top copy needs to be signed. A carbon impression signature, or photocopied original, under certain circumstances, is acceptable on the duplicates.

SIGNATURE AUTHORIZATION/DELEGATION OF SIGNATURES

A budget signer designation request form must be on file in the AS Business Office for:

• All directors and budget managers
• Other SDSU employees who may be authorized to review and/or approve financial documents

The delegation of paper document signature authority by directors must be in writing and on the Budget Signer Designation Request Form. Individuals are authorized to certify and approve Associated Students business transactions only when given that authority through the Budget Signer Designation Request Form. This form formally delegates and authorizes signatures for certifying and approving individuals. Individuals are authorized to view, enter, update, and disseminate data only as required in the course of conducting Associated Students of SDSU business.

The Budget Signer Designation Request Form currently contains:

• The name, department, phone number and department name of the person being delegated;
• The signatures of the person authorized and the person delegating authority;
• The account numbers for which the person is authorized to sign;

Approvals

The directors request that the employee be authorized to sign documents and verify that the signature is real. The Budget Signer Designation Request Form is approved by the directors. No other approvals are required. The controller is delegated the authority to approve signature authorizations and may further delegate that authority:

The controller or delegate:

• Must approve Budget Signer Designation Request Forms before the signature can be honored.
• Must be notified in writing to revoke approval authorization of employees who transfer to new departments or terminate employment.

DIVISION AND AUTHORIZED INDIVIDUAL RESPONSBILITIES

Implicit Representations of Signature - Individuals with authorized signature authority should understand the implicit representation of their signatures as follows:

Signing Associated Students Business Documents — Instructions

The delegation by a director of authority to sign business documents is an important management function and a departmental internal control. Associated Students policy specifies that while signature authority may be delegated, budgetary responsibility remains a function of the director.

The business office-accounting department must be notified of revocations of signature authorization for persons who leave the employment of the division.

There are two types of representations that division personnel make when signing business documents. Explicit representations are statements detailed on the signed document. Implicit representations specifically include:

• Funds are available for the transactions.
• The transaction is within the scope and limit of the signature authority as delegated by the director.

Additional implied representation of division personnel when signing Associated Students business documents include:

• Payment Authorizations
• A sufficient amount of funds is available.

Any payment is in accordance with any applicable Associated Students, SDSU, state, or federal regulations or agreements.

Authorizations for payment of travel expenses represent that the travel approved was for official Associated Students business and that the reimbursement requested is in compliance with Associated Students travel reimbursement guidelines.

Signing for the receipt of a cash advance implies that the amount of the advance is reasonable and necessary for the conduct of Associated Students business and within the requirements for obtaining such advances, and that the advance will be cleared within ten days of transaction.

Employees are not authorized to certify/approve check request forms, which include their own name as payee.

Revocation of Signature Authorization

The director is responsible to notify the controller of any changes or terminations of signature authorizations within his or her division.

Authorized Individuals

Authorized individuals cannot delegate the use of their own name to any individual. Authorized individual cannot approve their own documents or transactions, or those of their superiors.

Authorized Individuals

Facsimile signatures are not acceptable.

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