AUTHORIZED SIGNATURE FILE - 8001.3
Departments will prepare an intra-office memo that includes the following:
- List of names of each person authorized to sign department checks.
- Examples of a manual and facsimile signature (if used to sign checks) for each authorized person.
- Two-signature authorization statement:
"Checks drawn for an amount in excess of $15,000 will require two authorized signatures unless the check is payable to (1) the State Treasurer, (2) another state department or account, or (3) if the Department of Finance, Fiscal Systems and Consulting Unit, has authorized, in writing, special instructions permitting a department to deviate from this requirement."
Departments will place the memo in an Agency Check–Authorized Signatures file and keep the file current. The State Treasurer's Office does not require a copy of this memo. Each department will be solely responsible for the maintenance and control of authorized signature files.
Departments must ensure that adequate safeguards are in place to prevent the improper or unauthorized use of facsimile signatures.
For information on separations of duties, see SAM Section 7280.
For information on signature methods, see SAM Sections 8081 through 8083.