FILE:  DJA

CF:  DH

 

AUTHORIZED SIGNATURES

 

 

CHECKS

 

The St. John the Baptist Parish School Board shall require, in accordance with state law, the President and Superintendent, as secretary-treasurer, the Vice-President in the absence of the President, or any two (2) officers or persons designated by the School Board, to review all expenditures and sign any and all checks issued in payment of said expenditures.  The School Board authorizes the use of a facsimile signature device for those persons designated to sign checks.  The Superintendent shall establish and maintain appropriate procedures for assuring the proper issuance of all checks.

 

FACSIMILE SIGNATURE

 

A facsimile signature device may be used by and/or for the Superintendent and the President of the School Board for the following purposes:

 

  1. Processing payroll checks and accounts payable checks.  These checks will be printed on a specific printer which uses MICR ink and has the secure check device attached that is activated only when a valid signature key is inserted.

  2. Emergency situations that arise requiring immediate signatures and either one or both parties with signature responsibility is not available.  Example: Certain payroll deductions which according to IRS regulations, must be deposited on a timely basis.

 

No document shall be stamped that requires actual signatures.

 

The check printing signature key shall be maintained by the Superintendent or his/her designee.  The signature facsimile device shall be kept inside of a safe in the central office main vault.  The safe shall be kept locked at all times and only the Business Manager shall have a key to the safe and is responsible for the use of the facsimile device.

 

Whenever a facsimile device is used under the above described emergency situations, a copy of the stamped check shall be sent to the party whose facsimile stamp was used for their review.

 

GENERAL CONTRACTS

 

Contractual agreements approved by a majority vote of the School Board obligating the School Board or School District shall be signed by the School Board President or the Superintendent.  Any person purporting to enter into any contract on behalf of the School Board, school district, or any school under the School Board’s jurisdiction, including but not limited to contracts with vendors or contracts of membership in any private or quasi-public entity, shall do so in compliance with policies adopted by the School Board and administrative procedures in effect at the time the contract is executed.

 

BILLS, INVOICES, STATEMENTS

 

The School Board directs that only authorized school employees shall sign bills, invoices, or statements in accordance with pertinent accounting procedures.

 

TEACHER CONTRACTS

 

The Superintendent shall sign each teacher contract.

 

SCHOOL CHECKING ACCOUNTS

 

The School Board authorizes principals to open bank accounts for their schools and related clubs and organizations.  The use of checking accounts at schools shall be in accordance with appropriate accounting regulations and procedures maintained by the Superintendent or his/her designee.

 

The Superintendent shall be given authority to make changes on school checking accounts as each school principal or school administrator changes, or at any other time deemed necessary, without the necessity of any additional resolution being adopted by the School Board.  School Board personnel shall monitor the appropriateness of each checking account and shall be authorized to recommend to the Superintendent the closure of any account deemed necessary.

 

Revised:  June, 1991 Revised:  August 7, 2014
Revised:  August, 1991 Revised and recoded from DJAA:  April 6, 2017
Revised:  October, 2013  

 

 

Ref:    La. Rev. Stat. Ann. §§17:81, 17:83, 17:97

Board minutes, 1-24-91, 6-13-91, 9-5-13, 8-7-14, 4-6-17

 

St. John the Baptist Parish School Board