Is anyone using the electronic signature on checks - I would like any information on the electronic signature process on FE - does it work efficiently, securely, what are your internal controls, etc.   Can someone share their electronic signature process.

thanks

Here is the procedure that AIDS Help board of directors approved. We only use electronic for smaller checks or those recurring checks up to $1,500.

Signatures for Routine Checks:

Upon recommendation of the Finance Committee, the following procedure is established to govern signatures for Routine Checks.

1. Request for payment needs to follow the normal approval procedure.
   1. RFP is prepared by the employee knowledgeable about pricing and receipt of goods or services.
   2. RFP for any client service is approved by the Director of Client Services or delegate authority in the case that individual is not available.
   3. RFP for any other employee is initialed as approved by the appropriate department director for any other payment request.
   4. RFP is coded for account distribution by Finance Director or delegate authority in the case that individual is not available. The approver initials the RFP as evidence that the proper support for payment is attached to the RFP.e) Final approval for payment is made by the Executive Director or Deputy Director in the event that individual is not available. Reimbursement to the Executive Director is to be approved by the President.
2. For Routine Checks:
   1. The manual signature of a board member is not required. The two signature requirement is satisfied by the Executive Director and the Deputy Director.
   2. Electronic signatures may be printed on checks. The two electronic signatures will be of the Executive Director and the Deputy Director.
   3. A listing of the Routine Checks will be emailed to the President, Treasurer, Executive Director and Deputy Director once per week after the checks are issued so that they may continue to monitor disbursements made.
3. Routine Checks Defined:
   1. A Routine Check is any check, except those payable to employees of AIDS Help, Inc. for reimbursement or charges against their personal credit card:
      1. Where a payment is made for rent or rent deposit or for insurance premiums to be reimbursed by the AICP contract if the amount of the check is less than $1,500.01,
         or
      2. Where the amount is less than $500.01.
   2. In the event that one vendor is paid for several invoices on a single check, the amount of the check controls the definition of Routine Check, not the individual amounts for the aggregated invoices.
   3. For rent checks, one check will be prepared for each client. If a check would be more than $1,500.00 it will require manual signatures.
4. For non-Routine Checks:
   1. At least one Officer is required to sign any check
      1. Where a payment is made for rent or rent deposit if the amount of the check is more than $1,500.00, or
      2. Where the payment is for more than $500.00,
         or
      3. Where the payment is to an employee of AIDS Help, Inc. for reimbursement or charges on their personal credit card.
   2. Two Officers are required to sign any check payable to the Executive Director or the Deputy Director and one Officer.
5. Anti-Avoidance Rule:
   1. If the payment to be made is more than $500.00 or $1,500.00 for rent or rent deposits, it is not permissible to prepare multiple checks to be signed as Routine Checks. Violation of this rule may subject the responsible individuals to disciplinary actions including termination.
6. All of the Officers (President, Vice Presidents, Secretary and Treasurer) of AIDS Help, Inc. shall be authorized to act as signatories on all AIDS Help, Inc. or subsidiary Corporation or LLC checking or Money Market Accounts. Approved by the Board of Directors, August 1 November 7, 2008