Fillable Policy # 31002 VICE-PRESIDENT SIGNATURE AUTHORITY POLICY (Grambling State University)

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Policy # 31002 VICE-PRESIDENT SIGNATURE AUTHORITY POLICY (Grambling State University)

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Policy # 31002
VICE-PRESIDENT SIGNATURE AUTHORITY POLICY
Effective Date: August 1, 2016 Revised Date:
Responsible Office: University Vice-Presidents
Division: Office of the President
I. PURPOSE/OBJECTIVE
This Policy is intended to insure that commitments of Grambling State University
(GSU) are properly reviewed and approved by authorized employees. The purpose of
this policy is to promote the University’s internal control environment through
specifying the persons who are authorized to sign on behalf of a Vice-President, the
criteria for delegating approval authority, and the limitations on approval authority.
II. STATEMENT OF POLICY
It is the policy of GSU that appropriate internal controls and accepted best practices be
utilized when granting signature authority on behalf of a University Vice-President.
III. PROCEDURES FOR IMPLEMENTATION
A. University Vice-Presidents are expected to be the primary reviewer and signatory
of all documents in their respective area.
B. Delegation of signature authority must be made via a written memorandum that is
signed by the University Vice-President granting the authority. A proper signature
delegation memorandum must include the following:
1. Full name and title of individual who holds authority
2. Full name and title of individual receiving authority
3. Statement of source of authority held by individual granting authority
4. Clear and specific limitations of the authority to be granted which must
include:
i. Time period
ii. Fiscal amount if applicable
iii. Type of document
iv. Other limitation
5. Review and approval by the President
6. Signature of individual who holds authority and is granting authority
IV. MAINTENANCE OF MASTER LIST OF APPROVAL AUTHORITY
A. The Office of the President will maintain and make available a master list for each
University Vice-President, each person under its auspices with approval authority.
B. At least annually, the Office of the President will require each University Vice-
President to certify that its master list of approval authority is complete and
accurate.
Policy # 31002 Page 2
VICE-PRESIDENT SIGNATURE AUTHORITY POLICY
V. RESPONSIBILITY
A. It is the responsibility of the Vice-President to maintain proper control and
management of his/her area; the Vice-President remains accountable for all
actions taken by the delegate.
B. The Vice-President shall take into account and maintain appropriate internal
controls including separation of duties and monitoring the effectiveness of the
controls established.
P.O. Box 607 403 Main Street Grambling, LA 71275 Office: 318.274.6117 Fax: 318.274.6172 www.gram.edu
A Constituent Member of the University of Louisiana System
An Equal Opportunity University
Office of the President
VICE-PRESIDENT SIGNATURE AUTHORITY POLICY FORM
UNIVERSITY DIVISON: ____________________________________________________
VICE-PRESIDENT/DELEGATOR: ____________________________________________
SINGATURE AUTHORITY DELEGATE: ______________________________________
TIME PERIOD: ____________________________________________________________
(EFFECTIVE START DATE & END DATE IF APPLICABLE)
FISCAL AMOUNT (IF APPLICABLE):________________________________________
TYPE OF DOCUMENT(S):___________________________________________________
OTHER LIMITATIONS: _____________________________________________________
_______________________________ _________________________________
VICE-PRESIDENT DATE
_______________________________ _________________________________
DELEGATE DATE
_______________________________ _________________________________
PRESIDENT DATE
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Completed 8 February 2021

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