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.

Those with signature authority should have decision making ability regarding the budget and finances for the Fund/Org.

Two Insight reports are available to review signature authority:

FIN018 Signature Authority by Fund and Organization

FIN019 Signature Authority by Name

To add an individual as a signer for a UNC Fund/Org:

• Complete a Signature Authorization Request form with the following information:
  1. Person's name and Bear ID# to be added to Fund/Org as signer
  2. Fund/Org numbers affected
  3. Complete signature of a person already having signature authority on the affected Fund(s)/Org(s). Initials cannot be accepted. An individual cannot give themselves signature authority on a Fund/Org.
• Memo with the same information as required on the Signature Authorization Request form
• UNC Fund Request (Change) form:
  1. List all individuals along with their Bear ID# in the section for signature authority
• Financial Manager Request form with the following information:
  1. Person's name and Bear ID#
  2. Fund/Org numbers
  3. Complete signature of the President, Vice President, Associate/Assistant Vice President, Dean, or Executive Director
• Signature authority is granted automatically to:
  1. President, Vice President for Administration, Associate Vice President of Finance, and the Controller
  2. Financial Manager/Responsible Person/Principal Investigator
  3. Dean/Executive Director/Director per Org hierarchy chart

If the individual being given signature authority is not already listed in the UNC Signature Manual, a memo with instructions will be sent to them. Upon receipt of their sample signature, they will be given signature authority on the requested Fund/Org. If the individual is already listed in the Signature Manual, the addition will be effective as soon as the request is received by Financial Services unless a specific date is given.

• A completed check out form received by Financial Services. Signature authority is automatically removed when an individual leaves employment at UNC.
• Signature Authorization Request form with the following information:
  1. Person's name and Bear ID#
  2. Fund/Org numbers affected
  3. Complete signature of a person already having signature authority on the affected Fund/Org
• Memo with the same information required on the Signature Authorization Request form
• Financial Manager Request form with the following information:
  1. Person's name and Bear ID#
  2. Fund/Org numbers affected
  3. Complete signature of the President, Vice President, Associate/Assistant Vice President, Dean, or Executive Director

The deletion will be effective as soon as the request is received by Financial Services unless a specific effective date is given.

Download a copy of the Signature Authorization Request form