Signature Authorizations

Basic Information

—The rules for signature authorization apply to all State Extension Units and County Extension Units.

• These rules apply to ALL fiscal buying tools (ex. purchase order, payment requests, 100w’s, checking accounts, purchasing and travel cards, and travel forms).
• This does not include signing of contractual agreements with outside entities.

    Examples: grants or contracts, facility use agreements, maintenance agreements.

• Human Resources activities have similar rules and guidelines. Contact HR for more details. http://extensionhr.osu.edu/

The Unit Director is delegated the authority to sign documents through the Director of Extension.

• They must complete the Delegation of Signature Authority form which is kept on file in the Business Office. The form can be found here: http://osuebusiness.ag.ohio-state.edu/forms.php#formsGanchor
• This form must be updated every time a unit has a change in leadership.
• Only Directors are required to sign this form.
• If there are multiple directors for an ORG, all directors are required to sign.
• A copy of the signed form must be kept on file in the local office.

Paperwork must always be signed by the Unit Director of the ORG number on the form.

• If there are two or more County Directors, any of the Directors may sign on behalf of that ORG.
• Director’s may sign for each other’s transactions

The Business Office compares these signatures to the Delegation of Authority letter on file for that ORG. Only the person whose name is listed is permitted to sign, do not sign for someone else!

If there is more than one ORG listed on the form ALL unit directors with an ORG number listed must sign.

• The signature is tied to the ORG number. If you do not own the FUND number make sure you have permission to use the money ahead of time.
• Example: The FCS Educator with supervision responsibilities for EFNEP should always approve the 560806 fund associated with the ORG. Joyce McDowell is a second signature on these documents.

Two people must be involved in every transaction. Usually this involves an initiator (the person filling out the form) and an approver (the unit Director). Sometimes two signatures are required, see the specific form for directions.

A Director can never sign for his/her own expenses. Example: travel reimbursements

Signature stamps are not permitted.

Forms must never be signed before they are completely filled out.

Additional Pre-Approvals

Pre-approval from a Unit Director one step higher than your office is required for:

• Gifts for employees
• Thank you or with sympathy gifts for employees or employees family members.
• Staff appreciation dinners/lunches/treats
• Recognition items or outings
• Office t-shirts or other logo items

    Example: A County director would like to take their staff to lunch for staff appreciation week. Approval must be received ahead of time from the
    Regional Director.

    Example: A Regional Director would like to provide Regional Office T-shirts to her staff members.  She must receive approval from the Extension
    Director (Keith Smith).