Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM: 6C1-6.50-3 (Revised)

SUBJECT: IFAS; Signatures of Acceptance for IFAS Sponsored Programs

1. Requirement for Principal Investigator's Signature on Expenditure Documents.
   1. Audits of IFAS contracts and grants have revealed situations where expenditures were not approved by the Principal Investigator. The Principal Investigator is responsible for all expenditures as well as conduct of the program.

   2. Accordingly, all expenditures charged to a specific grant will be initiated and signed by the Principal Investigator, approved by the Unit Administrator (at his/her option), and forwarded to the appropriate office for processing.

2. Surrogate signatures are not acceptable for authorization to commit resources.
   1. "Surrogate" is defined to include staff authorized to sign routine transactions for the PI or administrator but not in a position to make policy decisions.

   2. "Committing resources" includes, for example, agreement to commit faculty or staff time, IFAS facilities, or IFAS cost contributions. These are committed by signatures on the University of Florida Sponsored Projects Approval Form, Sponsored Program Agreements, temporary requests, or any written request to a sponsor.

   3. The signature of an acting administrator, a delegated administrator, or a higher level administrator is acceptable for authorizing the commitment of resources.