College of Communication Policy: Purchasing – Request, Receipt signatures

In general, it is preferred that the receipt signature (or email) be from the same individual as the request signature (or email). However, in recognition that this is not always possible or practical, the following procedures have been approved by Internal Audits for the College of Communication.

1) A department may designate a group comprised of individuals who consistently work together handling large amounts of equipment. Once the group has been designated and defined, any individual within the group may receive and sign for equipment requested by any other member of the group. A copy of the designated group should be sent to the Dean’s office as well as being kept on file in the department.
5/11/05 – approved by Internal Audits per email from Marcus Horton

2) The College of Communication’s Technology Team is recognized to handle most of the computer equipment received within the College. For this reason, any member of the Tech Team may receive equipment for anyone within the College. The following procedures must be followed, however, a. When a member of the team picks up equipment, there must be a notation on the receipt they sign that states who the final recipient of the equipment shall be. b. When the Tech Team delivers the equipment, receipt signature must be obtainedfrom the final recipient by the department. An email from the final recipient is acceptable as a signature. c. Final signature will be filed by the department with the original purchasedocumentation and signatures.
11/10/05 – approved by Internal Audits per email from Marcus Horton

3) If a faculty member wishes to designate a teaching assistant to pick up items he/she has ordered, he/she may do so by sending an email to the departmental purchaser at the beginning of the semester. The purchaser will attach a copy of the email to all purchases the TA picks up for the faculty member.
12/20/2006 – approved by Janice Daman, Assistant Dean, College of Communication

4) If there is a class where items are being handled for students and request/receipt signatures will not always match, the faculty member should send an email with the name and number of the course, the name of the TA who will be working with the purchaser and a class roster. The purchaser will attach this email to all purchase documentation.
12/20/2006 – approved by Janice Daman, Assistant Dean, College of Communication

5) In all other cases, the request and receipt signature (or email) must be from the same individual.