Important facts to know

• Signing authority needs to be reviewed and updated on a regular basis (annually as a minimum)
• Auditors refer to the list of signing authority in FMS – Peoplesoft as an internal control
• Only UBC employees can have signing authority on an account
• Documentation must be provided to support changes to FMS signing authority
• Staff no longer at UBC must be removed from signing authority on a timely basis
• One must provide a signature specimen to Financial Services if they have signing authority, as signatures are checked.
• One over one signing authority overrides any delegated signing authority for travel expenses. One over one signing authority refers to one organizational level higher than the individual performing the travel.
• Office of the University Counsel on signing authority.

Procedures

First Time Signatory

1. Please request signature cards from Requisition Processing.

2. Ensure PG manager signs off the change request to designate you as a signing authority on the account.

3. Submit request (signature card) to your department’s security administrator for update to your information and to Requisition Processing.

Change/Delete/Add Signatory

1. Submit a signed written request to security administrator to make changes to the signing authority listing. E-mail from PG manager requesting change is also sufficient as long as there is documentation supporting the change request or you can use the suggested form on our website.

2. Please indicate the reason for the change request (i.e. remove individuals who have left, add replacements, additional designates, etc).