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Signature Authority and Delegation on Personnel and Travel Forms

PPD-0203

The purpose of this policy is to delineate the appropriate procedure for delegation of signature authority from a section chair or unit head to another employee or subordinate in order to execute certain documents on their behalf.  There can be no sub-delegation by designees.  Delegates may not approve transactions for themselves, their relatives or approve transactions that directly benefit themselves or their relatives or, in any way, create a conflict of interest with the Delegate’s responsibilities to the Institution. Such transactions must be countersigned by another authorized person, usually the person of next higher authority.

Signature authority can be delegated for the following forms:

  1. Check-in and Clearance Forms
  2. Travel Authorization and Reimbursement Forms (Chrome River)
  3. Personnel Action Forms
  4. Employee Tuition Waiver Form
  5. Personal Service Agreement Form
  6. Awards and Recognition Form

It should be noted that the delegation of signature authority does not relieve administrative officials of their responsibility and accountability for documents signed by the designee.  It is not meant to replace normal day to day obligations of the section chair/unit head.

The Delegation of Signature Authority Form is available, here.  The original Delegation of Authority Form should be returned to the Dean and Director’s Office and copies held in the originating section/center.  Upon execution of the form, the authorized delegated employee will sign their name on the above forms in the appropriate section in the absence of the section chair/unit head.  The proper way for the Delegate to sign on behalf of the section chair/unit head is the following:

[original signature] for [printed name of section chair/unit head]