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Operations Manual The University of Iowa

PART V. ADMINISTRATIVE, FINANCIAL, AND FACILITIES POLICIES

CHAPTER 7: FACSIMILE SIGNATURES AND SIGNATURE ASSIGNMENT

(Op. Atty. Gen. 1/21/46; 9/8/47; amended 3/91; 9/93; 9/97; 10/00)
7.1 Background
7.2 Policy
7.3 Delegation of Signature Authority

7.1 BACKGROUND.
Although the following ruling of the Attorney General was made in connection with the certification of claims by the State Comptroller, the Office of the Auditor of State has ruled that the same regulation applies to signatures by authorized University personnel on requisitions, vouchers, time tickets and similar documents. This ruling is as follows:

A person's signature on certification of claims "may be affixed by stamp or other mechanical means as long as the instrument used is in his general possession and control, is applied by himself or by another with his authority, and is intended by him to constitute his signature."
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7.2 POLICY.
A person's signature on certification of claims may be affixed by stamp or other mechanical device as long as the instrument used is in his or her general possession and control, is applied by himself or herself or by another with his or her authority, and is intended by him or her to constitute his or her signature. When a stamped signature is applied, the person who applies the stamp must initial the stamped signature.
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7.3 DELEGATION OF SIGNATURE AUTHORITY.
A person may delegate or assign to another authority to use a signature stamp with the person's name or to sign the person's name. Signature delegation is not permitted in certain situations such as in the signing of medical records. It is the responsibility of the delegator to know the situations in which delegation may not occur. When delegation does occur, it is the responsibility of the delegator to assure that the individual to whom such authority is assigned understands the limits of the delegated authority. Such delegated authority may not be further subdelegated. The person delegating signature authority to another is ultimately responsible for the delegated individual's actions. The delegation of signature authority must be documented in writing and should be reviewed periodically. An example "Delegation of Signature Authority" form can be found on the University of Iowa Electronic Forms web site. Completed forms should be kept on file by the department and a new form should be completed if authorized uses or limitations change or if staff terminate employment.
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Page last updated June 2014 by Office of the Senior Vice President for Finance and Operations