of Signature Authority form (pdf file)
Segregation of Duties, Delegation of Authority,
and Use of Signature Stamps
minimum of two signatures on Human Resource transactions is
required at the departmental level. The two signatures must include an approving official’s
original signature (typically the DEO’s original signature or
the DEO designee’s original signature) and may include the electronic
imprint of the creator/editor of the document. It is the responsibility of the college/division to ensure
that this requirement is met. A college/division or central administration/human resources
may require additional signatures for specific forms.
stamps with the user’s initials may be used at the college,
division, or central level as long as the two signature requirements
as described in guideline #1 has been satisfied.
authorization must be documented and kept on file in all cases
where signature authority, actual or stamp, is delegated. It is the responsibility of an area, in a timely
manner, to inform the next level above of signature authorizations
and any subsequent changes regarding signature authorization. For example, a department would keep their college office informed
of any changes regarding signature authorization at the department
level and a college would keep central administration/human
resources informed of any changes regarding signature authorization
at the college level.
changes on forms may be made by an approving authority or their
designee and must be initialed by the individual making such
HR Transaction Guidelines
Should individuals send the Delegation of Signature Authority Form to Central Human Resources ?
These forms should be kept on site at the local level. However, units/departments should be clear whether their division/college wants a copy of these forms for their files. Please do NOT send these forms to Central Human Resources.
Do these guidelines apply to all HR forms?
Generally speaking yes, however, the one significant exception would be "accounting only changes." From the perspective of Internal Audit and Central Human Resources, two signatures at the department/unit level are NOT required for "accounting only changes." Again, it would be helpful for departments/units to understand clearly the expectation from their division/college regarding unit/department approval for "accounting only changes."