Official Bank Check Signature and Authorization

Associate Authorization and Signature Requirements


Associate Authorization

Use the Official Bank Check Signature Card form to request individual check signing authority or change the name of an official bank check signer.  

Have your associates complete the New Associate form or Associate Name Change as follows:

New Associate

To have a new associate added to the list of associates with the official Bank Check Signing Authority, print the Official Bank Check Signature Card form and complete each section as follows:

  1. In Section 1 > Request Type, type an X in the New Associate box.
  2. Type or print the Associate Name in the designated area.
  3. Obtain the associate signature, 4-digit associate ID and date.
  4. Email the completed form to _ESRecon Group.

Associate Name Change


To change the name of an associate with the official Bank Check Signing Authority, print the Official Bank Check Signature Card form
and complete each section as follows:

  1. In Section 1 > Request Type, type an X  the Name Change box. 
    • Input the prior name where indicated.
  2. Type or print the Associate Name in the designated area.
  3. Obtain the associate signature and date.
  4. Email the completed form to _ESRecon Group.

Position Change

To change the position for an associate with official Bank Check Signing Authority, print the Official Bank Check Signature Card form and complete each section as follows:

  1. In Section 1 > Request Type, type an X in the New Associate box.
    • If the request is for a name change, input the prior name where indicated.
  2. Type or print the Associate Name in the designated area.
  3. Obtain the associate signature, 4-digit associate ID and date.
  4. Email the completed form to _ESRecon Group.
Delete

Delete Associate

To delete an associate with official Bank Check Signing Authority, print the Official Bank Check Signature Card form and complete each section as follows:

  1. In Section 1 > Request Type, type Delete in the space provided. 
    1. If the request is for a name change, input the prior name where indicated.
  2. Type or print the Associate Name in the designated area.
  3. Obtain the associate signature, 4-digit associate ID and date.
  4.  Email the completed form to _ESRecon Group.

Signing and Counter Signing Checks

The following general requirements apply to all associates who sign or counter-sign official checks:
  • The associate signing the official check must approve the transaction including the check type used, disbursement type (loan or deposit), and validity/availability of the funding item
  • Associates cannot sign a check to which they are an interested party. Note: The signing associate cannot perform more than one of the following phases of issuance:
    • Official check preparation and accounting entries to record official check issuance
    • Transaction authorization and signing the official check
  • Check amounts must be within the associate's signing limit amount listed in the Individual Signing Limit column in the Official Check Policy Signature Limits document
  • If the check amount is greater than the associate's signing limit, the check must be counter-signed by an authorized individual listed in the Counter Signature Authority column in the Official Check Policy Signature Limits document
  • If another bank associate with sufficient authority is not present to counter-sign the official check, see the Exception Process tab 

Exception Process

If a bank associate with sufficient signing limit authority is not present to counter-sign an official check, an exception request can be granted for the associate to sign the official check outside the associates' limit per the following:

Check amount less than $5,000,000

  1. Email an associate with exception approval authority as listed under the Exception Approval column in the Official Check Policy Signature Limits document. Note: The check amount must be within the exception associate's limit.
  2. Include the following in the email:
    1. Scanned copy of the official check 
    2. Statement indicating the associate is requesting an exception approval to counter-sign an official check because no one with sufficient signing authority is present in the office
  3. Once the transaction is verified, the approving associate emails the requesting associate copying _Deposit Svc - Input. 
  4. Deposit Services grants approval for the requesting associate to sign the official bank check outside his/her limit.   
  5. Deposit Services retains a copy of the approval email. 

Check amount greater than $5,000,000

  1. Email the Chief Financial Officer (CFO) or Controller for check signing approval.  
  2. Include the following in the email:
    • Scanned copy of the official check 
    • Statement indicating the associate is requesting exception approval on an official check greater than $5,000,000.
  3. Once the transaction is verified, the approving associate emails the requesting associate and copies _Deposit Svc - Input.
  4. Deposit Services grants approval for the requesting associate to sign the official bank check outside his/her limit.  
  5. Deposit Services retains a copy of the approval email. 


 

Was this article helpful?

Related Questions

Can't find what you're looking for?

Our award-winning customer care team is here for you.

Contact Support