SECTION 68: Authorized Signature Forms

In order to facilitate the monitoring of transactions for properly authorized signatures, an Authorized Departmental Signatures form is used (see exhibit 68-A). The signature form is divided into various authority levels. All authorized signers must be shown at their appropriate level of authority. These levels are described in Section 66 of this manual.

The signature forms are based upon the departmental unit. Therefore, a person listed as an authorized signer will be allowed by the Accounting Department to sign for all accounts within that department including general fund, revolving, gift and grant, etc. If a department wishes to maintain more restrictive signature control over specific accounts within their area, they will need to monitor this themselves.

The only exception to the department-wide signature form is for agency accounts. These accounts are in the number range 31-3500 to 31-4199. This group of accounts represents non-University funds maintained for groups not affiliated with specific departments. Individual signature cards will continue to be maintained for these accounts to satisfy the fiscal agent responsibilities of the University.

New signature forms will be sent to departments only when complete updates of the Accounting Department's signature file are being done, or upon request of the unit administrator, the dean or the vice president. The signature forms will initially be sent to the appropriate dean or vice president for distribution to departments. When completed, the form (along with a memo indicating the MSU NetID of each person) should be forwarded back to the dean or vice president for their approval and signature. Access to the signature form should be restricted by the department to ensure that only authorized people are allowed to sign. After the form has been completed, it should be reviewed to determine that all signatures (and MSU NetID's) are proper and that everyone is listed at the proper level of authority. After review, the signature form and memo with MSU NetID's should be sent to the Accounting Department, Room 360 Administration Building. Departments should keep a copy of their Authorized Departmental Signatures form to serve as their record of those individuals who have been authorized to sign accounting transactions.

To add an individual as an authorized signer, a letter requesting the addition and a completed Authorized Signature Form Sticker (see exhibit 68-B) should be sent to the Accounting Department, Room 360 Administration Building. This letter should indicate the name, title, and MSU NetID of the person to be added. The letter must be signed by the unit administrator for that department and the person being added as an authorized signer. If the individual being added is the unit administrator, the letter should be signed by the dean or vice president. The signature form sticker should have the new signer's name typed on the left and their signature on the right. The signature must be an original; signature stamps will not be accepted. Once the letter and signature form sticker are received in the Accounting Department, the new signer will be authorized.

To delete the name of an authorized signer from the signature form, a letter requesting the change and signed following the guidelines above should be sent to the Accounting Department. When the letter is received, the name of the authorized signer will be deleted.

The department copy of the signature form should be updated whenever changes are made to the official signature form in the Accounting Department.