Policy Statement
A unit head (Dean, Vice President, or Director) may request, in writing, to delegate his or her signature authority to a direct report. This policy sets forth a framework governing the delegation of responsibility for approval of transaction requests submitted to the Foundation.
It is the responsibility of each unit’s Dean, Vice President, Director, or Designee to approve the following transactions from Foundation funds:
- Payment and Reimbursement Requests
- Purchase Orders
- Journal Requests
- Scholarship Requests for Students
Delegation of signature authority is subject to the approval of the Foundation.
Definitions
"Signature authority" is the permission to approve transactions in compliance with relevant Foundation policies, procedures, and gift agreements.
"Delegation of signature authority" is not just the ability to add a signature, it is the delegation of verification responsibilities and responsibility for decision making on those topics, including verification of whether a transaction is allowable, reasonable, and justifiable.
"Signature Authority Delegator" is the unit head (Dean, Vice President, or Director) responsible for approval of Foundation transactions.
"Signature Authority Designee" is an individual who may sign or approve transactions on behalf of the Delegator.
Policy
Each unit should establish a policy that defines who may sign on behalf of whom, how designees are determined, when signature authority should be established, and the circumstances under which delegated signature authority may be used. Transaction requests must be in accordance with the governing fund agreement and applicable Foundation policies. The delegation of signature authority does not eliminate the Dean, Director or Vice President’s responsibility of ensuring the authenticity and appropriateness of the transaction.
The following is an exception to the signature authority delegation: If a unit head is requesting reimbursement for themselves, the reimbursement request must be forwarded to the next level of authority for approval, regardless of any delegated authority.
Process
An updated Signature Authority Form should be submitted to the Foundation at least annually or when a Signature Authority Designee changes. After obtaining Designee signatures and approval by the Delegator, please submit the completed form to the University of Georgia Foundation at askfsap@uga.edu.