SUBJECT: ELECTRONIC SIGNATURES/APPROVALS

APPLICABILITY: TOTAL UNIVERSITY

An electronic signature/approval may be accepted in all situations related to purchasing or accounting transactions, as outlined in these volumes, if requirement of a signature/approval is stated or implied. This policy does not supersede situations where laws specifically require a written signature. Examples of documents, while not all inclusive, where electronic signatures/approvals are appropriate include: purchasing and accounting transactions such as purchase orders, inventory, receiving, interdepartmental orders/transfers, accounting entries, payment records, non-E&G travel vouchers and supporting documentation.

An "electronic signature/approval" is defined as an electronic identifier that is created by a computer and is intended by the party using it to have the same intent, affect and authority as the use of a manual (either written or facsimile) signature. The electronic signatures/approvals are protected by reasonable security measures as applicable to established computer functions of the University.

The use of digital signatures is subject to criminal laws pertaining to fraud and computer crimes, including Chapters 32 and 33 of the Penal Code.