Should an authorized person not be available to sign a document, approval must be obtained at a higher level of authority. The Campus administrative unit responsible for final processing of financial documents and Internal Audit shall conduct on-going reviews of departmental transactions to assess compliance with this policy. In general, these documents should be signed by the Department Chair or Director of a designee. The person signing is financially responsible for expenditures made against an account. Invoices Invoices for payment Authority to approve invoices for payment may be delegated to a department clerk, provided the person did not approve the related purchase requisition or small procurement order.
Approval indicates that the goods have been received or services have been rendered.
Persons approving invoices should have knowledge of these facts. To obtain small procurement order forms, department chairs are required by the Department of Procurement and Supply to certify their acceptance of specific standards for control of this purchase authority within their departments. Signature authorizations for approving small procurement orders should be consistent with this certification. In general, these documents should be signed by the Department Chair or the Chair's designee. The person signing is financially responsible to the expenditures made against an account.