Financial Services Transactions/Documents: Digital Signatures & Email Approvals now permitted

This message is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services

In light of the extenuating circumstances and the fact that we are doing our best at remaining operational, we are exceptionally accepting digital signatures/email approvals on the following transaction streams:

• Expense Reports & Advances
• Payment Requests
• Invoices
• Wire Transfers
• FIS Authorization Forms

For Digital Signatures, in Adobe, there is an option to upload the personal signature (by signing a blank sheet, scanning and uploading). This option is preferable, however digitally signed documents will be accepted.

For Email Approvals, the Approver must indicate the following in the email:

“I certify that I have reviewed the attached expense report #00xxxxxx (example) and that all expenses are legitimate, appropriate, reasonable, for University purposes only, are in accordance with University policy, are charged to the correct FOAPAL(s), and where applicable, conform to granting agency regulations and relate to research for which the grant/contract was awarded.”

Please note that in the event of an internal or external audit, the Fund Financial Manager is responsible and accountable for all financial transactions/documents approved digitally or via email.

Financial Services reserves the right to contact the Fund Financial Manager via email to confirm the approval prior to releasing payment

Should you require additional information on this matter, please contact Julie Ghayad, Director Systems and Transaction Services (julie.ghayad [at] mcgill.ca).