How can I be confident that an electronic approval is acceptable?
When you receive a payment authorization via E-Signature/e-mail, you will need to consider the presence of the following components before taking next steps with respect to payment authorizations:
- A statement indicating the intent of the signatory, such as “Approved for payment” or “Approved for posting”
- The name, current title, and department of the signatory, and date of signature
- Any other information required to process the transaction (e.g. general ledger accounts, funding source, cost allocation, and tax code) that is not already provided on the document
If using e-mail approvals:
- The e-mail must be sent from a University of Toronto e-mail address.
- The documents being approved must be attached to the e-mail.
- The e-mail thread should contain sufficient information to identify the document/transaction that is being approved.
- The signature block of the approver must include their title and department.
If these components exist, you can be assured that the E-Signature / e-mail authorization is valid.
Last Updated: September 26, 2023