Signature Authorization Procedure

The UNC Financial Services department maintains a Signature Manual  which lists all individuals who have been given the authority to sign payment documents encumbering funds on UNC Fund/Org/Prog.

An individual may be added as a signer for a UNC Fund/Org/Prog by:

1. A memo indicating the following can be submitted to the Accounting  Services department:

1. Person's name to be added to Fund/Org/Prog as signer
2. Fund/Org/Prog numbers affected

1. Complete signature (initials cannot be accepted) of person already having signature authority on affected Fund/Org/Prog . An individual  cannot authorize themselves on a Fund/Org/Prog. DO NOT HAVE THE PERSON BEING ADDED SIGN MEMO.

OR

2. A "UNC Fund/Org/Prog Application Form" creating or updating  a Fund/Org/Prog can be submitted to the General Accounting Office. This form details the purpose, source of funds, and person responsible as well as other necessary information. On the back of the form, the names of individuals needing authority to sign for this Fund/Org/Prog are requested. Each Fund/Org/Prog is to have at least two names listed; however, please list all individuals  that need to have signature authority.

As soon as the memo is received by Financial Services, the addition will be effective, unless an effective date is included in the memo.

An individual may be deleted as a signer for a UNC Fund/Org/Prog by:

1. Leaving UNC. Personnel publishes a listing of individuals who retire or resign which is used to update the Signature Manual.

OR

2. A memo from an authorized signer requesting removal of a person from  the Fund/Org/Prog. You may request your own name to be removed from a Fund/Org/Prog.

In the case of a grant Fund/Org/Prog ,  the Principal Investigator will be notified by Financial Services of additions  or deletions of any signers for their Fund/Org/Prog.

If the individual being given signature authority is not already listed  in the UNC Signature Manual, a signature card with instructions will be sent to them by Financial Services. If the individual being given signature authority is listed in the UNC Signature Manual, the Fund/Org/Prog affected  will be added to their listing.

Any questions concerning this procedure or the Signature Manual may  be directed to Denice McWhirter, Financial Services, Carter 1002, extension 1-1826.

Signature Manual Procedures:

Authorized signers can be added to a Fund/Org/Progt by:

Fund/Org/Prog application processing - when a Fund/Org/Prog is created you  will receive the original of the Fund/Org/Prog application form. There is a section on the form which indicates that at least two individuals need to be named  to sign on an account.

• For all Fund/Org/Programs except those related to grants, the UNC Fund/Org/Prog Application signature section is on the back page. Add the individuals that are listed on the form to that Fund/Org/Prog. If the individual already has authority on all Fund/Org/Progs, you will not need to  do anything; they are already covered. Be sure to update both the numerical  and alpha versions of the Signature Manual. Everything is done when you receive the original application for these Fund/Org/Progs. No other information will be coming unless an update is done.
• For Fund/Org/Progs associated with grants, you will get the original blank copy of the Fund/Org/Prog application form. These grant Fund/Org/Progs are set up by the Research Corporation and the Fund/Org/Prog application is given to the project director for completion. Since it often takes a few months for the project director to complete the form and they are processing payments on the Fund/Org/Prog before the applicaiton is returned, when you get the first copy of the application you will need to set up the project director as an authorized  signature. When you have received the completed application form, set up the additional indvidiuals listed on the form.