Segregation of Duties, Delegation of Authority, and Use of Signature Stamps

At least two signatures on human resources transactions are required at the departmental level. The two signatures must include an approving official’s original signature (typically the DEO’s original signature or the DEO designee’s original signature) and may include the electronic imprint of the creator/editor of the document. It is the responsibility of the college/division to ensure that this requirement is met. The college/division or central administration/University Human Resources may require additional signatures for specific forms.

Signature stamps with the user’s initials may be used at the college, division, or central level as long as the two signature requirements as described above has been satisfied.

Signature authorization must be documented and kept on file in all cases where signature authority, actual or stamp, is delegated. It is the responsibility of each unit/area to inform the next level above of signature authorizations and any subsequent changes regarding signature authorization in a timely manner. For example, a department should keep its college office informed of any changes regarding signature authorization at the department level, and a college should keep central administration/University Human Resources informed of any changes regarding signature authorization at the college level.

Manual changes on forms may be made by an approving authority or their designee and must be initialed by the individual making such changes.

Delegation of Signature Authority Forms

These forms should be kept on site at the local level. However, units/departments should be clear whether their division/college wants a copy of these forms for their files. Please do not send these forms to University Human Resources.

Handling Other HR Forms

Generally speaking, these guidelines apply to all HR forms with the significant exception of "accounting only changes." From the perspective of Internal Audit and University Human Resources, two signatures at the department/unit level are not required for accounting only changes. Again, units/departments should clearly understand college/division expectations regarding unit/department approval for "accounting only changes."

Contact Information

University Workforce Operations

Phone
Fax
319-353-2234
Campus Address
120 USB
Mailing Address

120 University Services Building
Iowa City, IA 52242-1911
United States