Signing Authorities

 

There are several types of signing authority or responsibility that can be provided to an employee of the University of Manitoba for each FOP or FA combination. 

The types that exist are:

 

PS Primary Signing Authority
  The person ultimately responsible for the FOP or FA, also known as the principal investigator of a grant.  Only one person per FOP or FA combination.
   
AS Alternate Signing Authority

 

An employee who has been given the authority by the PS to sign off on expenditures for the FOP or FA combination.
   
PM  Payroll Mail
  Person who will receive all payroll related printed materials.  Only one person per FOP or FA combination. No signing authority rights.
   
VR VIP Report Access
  Person responsible for running the VIP payroll reports for the FOP or FA combination. No signing authority rights.
   
XC Extra Copy / Access TO
  Person who will receive access to view and/or receive an extra print-out of the monthly financial reports for the FOP combination.  No signing authority rights.
Note: As of January 2011, only reports on research FOPs will be printed. 
   
FS Financial Services Responsibility
  The accountant in Financial Services responsible for the FOP or FA combination.

When a FOP or FA combination is created, the signing authority is assigned based on what is provided on on the Request for a New Fund or Request for a New Organization form or based on the grant information provided.  Older FOPs that were converted from our legacy system retained the signing authority information as outlined in the previous system.

Adding Additional Signing Authority or Responsibility
To add additional responsibilities for an employee on a Fund, please complete and fax the Signing Authority, Mail Distribution & VIP Reporting Access form available from the Financial Services Forms website.  The primary signing authority must authorize all additional signing authorities.

Changing Signing Authority or Responsibility
If someone is to no longer have signing authority on a FOP or FA combination, please complete and fax the Change in Signing Authority,Mail Distribution & VIP Reporting Access form available from the Financial Services Forms website. The primary signing authority must authorize all additional signing authorities.

If the person being removed is to be replaced with another employee, please provide the employee number and the FOPs for that person taking over the responsibility.  This request must be authorized by the primary signing authority.

Mass Changes to Signing Authority or Responsibility
To make a mass change to signing authority for an employee, please complete the Change in Signing Authority,Mail Distribution & VIP Reporting Access form available from the Financial Services Forms website.  If you require a listing of the FOPs or FA combinations that employee has authority for, please contact your Financial Services accountant for a listing of that person’s responsibilities.  He or she will provide you with the list of FOPs and FAs for which that person possesses signing authority.  You can then use the list to determine what needs to be changed and  send back the list with the changes along with the form and authorization of the primary signing authority.

Signing Authority on Grants
If the principle investigator for a grant is leaving the University please first notify the Office of Research Services.  Research Services needs to be notified so that changes are communicated and approved by the granting agency prior to any Financial Services records being changed.  Once the Office of Research Services has approved the changes, please contact your grant accountant responsible to make any changes.  He or she will advise if there is a problem with that change or make the change as per your request.

For a listing of the grant accountant responsibilities, please visit the following website: http://umanitoba.ca/admin/financial_services/budgrant/staff_listing.html

Querying Signing Authority or Responsibility in Banner
Anyone can query signing authority responsibility in Banner.  For instructions on how to do so, please visit the Aurora Finance website online help page and look for the section titled “Tracking System for Fund Orgns and Fund Accounts”.