Policy and Procedure

Subject Area:	Disbursements
Policy Title:	Approval Signature File
Policy / Procedure No:	A/P012
Responsible Office:	Accounts Payable
Purpose:	To maintain an accurate file of employees who have the authority to approve payments from their department's budget.
Documents Needed:	Memo sent to A/P from Dean, Director, or department head.
Special Instructions:	Memo from Dean, Director, or department head should be sent to A/P with notification of staff departures, new hires, and transfers. This procedure is carried out whenever there is a change in the personnel responsible for approving payments.
Contact Person:	Director of A/P, Finance, x2652.

PURPOSE: To maintain an accurate file of employees who have the authority to approve payments and expenditures from their departments.

SCOPE: All University employees responsible for processing invoices.

POLICY:
1. Dean, department head, or director must notify A/P, in writing, of any changes to his/her Signature File.

2. If the dean, department head, or director does not give A/P an up-to-date listing of approved signatures for his/her budget, then A/P will not process invoices and will return invoices to the department.

PROCEDURE:
1. Dean, director, or department head writes a memo to Accounts Payable with the following information for each update to the signature file: account number, employee's name, signature, and dollar limits for signature.

2. A/P staff updates the signature file for the affected account number.