204.101 General Provisions Pre-Auditors Authorized Signator

Table of Contents
SectionProcedure NumberEffective Date
PRE-AUDIT204.101

May 1, 2018

 

Subject

GENERAL PROVISIONS PRE-AUDITOR’S AUTHORIZED SIGNATOR

 

  1. The “Pre-Auditor’s Authorized Signator Form” is used by the Department Head to authorize signators to pre-audit and electronically approve payment vouchers, expenditures, corrections, or transfer of funds on his or her behalf and is used to verify approval levels in the I/3 accounting system. The signator name is to be entered in a column as delegated by the Department Head. This authorization does not relieve the Department Head from his or her responsibility for these documents. 
  2. A new Pre-Auditor’s Authorized Signator Form, with an effective date included, must be submitted each time a Department Head adds or removes an authorized signator. An email, memo or other correspondence requesting to add or remove any names is not acceptable. 
    1. A new Pre-Auditor’s Authorized Signator Form must be submitted each time a new Department Head or Interim Department Head is appointed to ensure signators continue to be authorized by the new Department Head. Submit the updated form as soon as possible after the new Department Head starts. 
    2. At the discretion of the DAS-SAE-Daily Processing Program Manager, each department, upon request, is required to review and/or update the Pre-Auditor’s Authorized Signator Form. 
  3. The number of employees authorized to pre-audit and electronically approve on behalf of the Department Head are to be kept to the lowest essential level to allow for proper administrative control. The signator(s) authorized to pre-audit and electronically approve should be familiar with the laws and rules relevant to the document(s) they are pre-auditing and approving. 
  4. A sample of the Pre-Auditor's Authorized Signator Form is on page 2 of this policy. The letters below correspond to the letters on the sample. 
    1. Name of Department 
    2. Department Number(s) 
    3. Effective Date of the Pre-Auditor’s Authorized Signator Form 
    4. All signators authorized to pre-audit and electronically approve all types of GAX, TP, PRC, OUTD, MD, IET, PRCI, JV1, CDE, CDR, and CR documents. 

    5. Enter fund, department and unit numbers for each corresponding column of authorized signator(s). 

      • Use an additional, separate form for specific signator(s) assigned to a unique fund, department and unit. 

    6. Name of Department Head 
    7. Email to: [email protected] 
  5. The Department Head must approve the completed form. 
  6. Email the completed form with the Department Head approval to [email protected] 
  7. Questions on the Pre-Auditor’s Authorized Signator Form should be directed to DAS-SAE-Daily Processing.