Section 2.1 - Signature Authority

Date: May 2, 2013
Approved: Senior Associate Vice President for Business and Finance

Authorized administrative officers may delegate authority to sign official financial documents to other responsible employees under conditions approved by the Comptroller. Such delegation does not relieve the administrative officers of the responsibility for any action taken.

Signing of Own Name

Administrative officers - Those employees delegated the authority to sign for administrative officers are to sign their own names.

Board officers - Those employees delegated the authority to sign for officers of the Board of Trustees are to sign the officer's name when necessary to meet statutory requirements.

Affixing of Signatures

Administrative officers - Administrative officers and those employees authorized to sign for them must hand sign all documents. The use of rubber stamps, signature plates, or other mechanical devices to affix the signature is prohibited with the exception of the use of signature plates for checks, purchase orders, and the electronic capabilities within the Illinois Contract System (iCS).

Board officers - The signatures of the Chair and Secretary of the Board may be mechanically affixed to large volume documents such as vouchers sent to the State Comptroller and warrants against the University Treasurer.

Unit and Authorized Individual Responsibilities

Implicit Representations of Signature - Individuals with authorized signature authority should read and understand the implicit representations of their signatures.

Authorized Individuals - Authorized individuals cannot delegate the use of their signature (ink or electronic) to any individual. Authorized individuals cannot approve their own documents or transactions, or those of their superiors. Facsimile signatures are not acceptable.

Please send questions regarding this policy manual to OBFSPolicies@uillinois.edu.

Last Updated: May 9, 2013