Alberta.ca » Income and Employment Supports Policy Manual


Expected to Work/Barriers to Full Employment Policy & Procedures

Published Date: May 01, 2018
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19 Administrative Procedures

Payment Methods and Processes

Cheques

Cheque Signing Authorities and Responsibilities

The delegation of signing authority has been set up to:
  • Control the number of persons having signing authority in all Service Centres.
  • Meet the Alberta Treasury Board and Finance audit requirements.

All designated cheque-signing authorities are responsible for ensuring the validity and accuracy of the payments being signed. The following financial controls must be followed to assure the designated Accounting Officer that expenditures are appropriate and correct:

  • Workers must not sign cheques for which they issued the benefits.
  • Blank cheques are not to be signed.
  • If the signer has any concerns regarding the validity of a cheque, the signer must obtain appropriate clarification or documentation.

Financial Client Payments & Revenue (FCP&R)  controls the delegation of signing authority and is responsible for cheque signing authority changes at Alberta Works and Alberta Supports Centres. Guidelines on Negotiable Documents Control can be obtained in the Data Control Manual.

A worker applies for signing authority through their Service Centre administration. Signing authority is limited by working titles (see First Signer and Second Signer sections).

If an exception to this is needed on a one-time basis, an EMP 2408 Segregation of Duties is completed. If the exception is frequent or continuous (as in some small offices) this should be noted on the EMP 2408 Segregation of Duties.

Note
Guidelines on the EMP 2408 Segregation of Duties can be obtained in the Data Control Manual.

First Signer

The first person to sign the District Office Cheque (DOC) must be in one of the following positions:

  • Unit Administrative Support Staff (senior classification)
  • Supports and Financial Services Coordinator (SFSC)
  • Career and Employment Consultant (CEC)
  • Office Manager or Business Manager

Before signing LISA printed DOCs, the first signer makes sure all cheques in the run are LISA-generated with no manual (typed or handwritten) cheques mixed in. See Manual (typed or handwritten) Local District Office Cheques (HD).

In an emergency, when a second signer is not available, cheques may be signed by two first signers, but not by two Administrative Support staff. In these cases, a photocopy must be reviewed and initialed by a second signer before being filed.

Second Signer

The second person to sign the DOC must be in one of the following positions:

  • Service Delivery Supervisor
  • Assistant Area Manager/Service Delivery Manager
  • Area Manager 
  • Associate Regional Director 
  • Regional Director

Before signing LISA printed DOCs, the second signer ensures:

  • All cheques in the run are LISA-generated with no manual (typed or handwritten) cheques mixed in.
  • The first signer on the cheque is authorized to sign the cheque.
  • All cheques are valid and accurate in accordance with policy.

In an emergency, when a first signer is not available cheques may be signed by two second signers (as two different signatures are required).