P515


AUTHORIZED SIGNATURES FOR FISCAL
TRANSACTIONS

Issued by: Office of the Vice President for Finance &Administration
Replaces: PR-852, November, 1972
Approved: April 2008

· A record of Authorized Signatory must be on file for any account that is going to attempt to process financial transactions.

· Only the Account Director and their associated delegates are authorized to request financial transactions.


· Fiscal Offices requiring a record of authorized signature unique to the fiscal transaction are:

o Accounting
o Procurement
o Payroll

· Although delegates have authority to sign off on fiscal transactions, the account director retains final responsibility for all transactions on the account. Additions and deletions in the signing authority of individuals on the account require the completion and submission of an updated form.

ACCOUNTING TRANSACTIONS:

· Materials and Services Requisitions
· Journal Transfer
· Cash Payment Voucher

PROCUREMENT TRANSACTIONS:

· Purchase Requisitions
· Change Order Requests
· Standard/Special Charge Voucher, Independent Contractor Payment Requests

PAYROLL APPOINTMENTS:

· Only those signatures on file will be accepted on new hire/change forms, indicating fiscal approval for payroll expenditure.

INQUIRIES:

Accounting Department
Administration Building
Room 460
631-632-6040

Procurement Department
Documents Management Section
Frank Melville Jr. Memorial Library
Room W4559, Z = 6000
631-632-6050

Human Resource Services
Payroll Section
Administration
Room 361
631-632-6181

RELATED FORMS:
Procurement Electronic Record of Authorized Signatures: http://www.stonybrook.edu/procurement/employees/eras/forms.shtml
Standard Voucher -> http://stonybrook.edu/asaforms/ac92
Appointment/Change forms ->
http://stonybrook.edu/asaforms/?OpenDatabase&Start=1&Count=300&Expand=1
HRSF0005 -> http://stonybrook.edu/asaforms/hrsf0005
CPV Forms; http://www.stonybrook.edu/accounting/ifr/forms.shtml

RELATED LINKS:
http://www.stonybrook.edu/procurement/

http://ws.cc.stonybrook.edu/hr/

http://ws.cc.stonybrook.edu/accounting/

http://nysosc3.osc.state.ny.us/agencies/gbull/g-126.htm