Authorised signatory list
Signatories for Invoices Authorised Electronically
These are invoices which are approved on Aptos - see the page Electronic Invoice Approval for more details.
Invoices authorised on Aptos use the authorisers set-up within the system. A list of Aptos approvers for your area can be obtained by sending an email to aptosadmin@st-andrews.ac.uk
Purchase Orders
Authorisation to approve purchase orders is controlled by the system through the prefix (e.g. FIN for Finance purchase orders). A list of Aptos approvers for your area can be obtained by sending an email to aptosadmin@st-andrews.ac.uk
Signatories for Manual Invoices
These are invoices without an Aptos Purchase Order which come into departments to be coded and signed off before passing to Accounts Payable for processing.
Please note that the following list of authorised signatures is subject to the Standing financial instructions (PDF, 53 KB)and also to the following points:
- All authorised signatories must be employees of the University and Heads of Schools and Units should ensure that local procedures comply with this requirement (as agreed at the Executive Meeting of 28 July 1999).
- No member of staff may authorise reimbursement of their own expenses.
- No member of staff may authorise payment of an invoice related to their own travel, subsistence or subscription.
The pyramid structure of authorisation must be adhered to for Heads of Schools and Directors of Units as well as for members of the Principal's Office.
This list may also be used to aid the process of obtaining correct authorisation for journal entries and invoices before they are passed to Finance for processing.
The University has recently implemented a new Authorised Signatory database with an improved user interface and reporting functionality. All Schools and Units will be required to complete new Authorised Signatory forms to allow the details to be loaded into the new database.
The new forms are designed to be completed per person rather than per cost centre. Each authorised signatory will therefore only need to complete one form which will provide finance with their sample signature and all associated cost centres/analysis codes they have been given approval to authorise on. These forms must be signed by the Head of School/Unit before being passed to Finance.
Any changes to an existing signatory can then be authorised by email from the Head of School/Unit’s personal email address.
The new form is below:
Authorised signatory form (PDF, 120 KB)
While the old database is being phased out and the new one is brought in both systems will be in use.
The Authorised signatory list can be found at:
Authorised signatory list (on-campus access only).
The links below relate to the old database.
| Academic Schools | View Authorised Signatories by Academic School. |
| Central Units | View Authorised Signatories by Central Unit. |
| Residences | View Authorised Signatories by Residence. |
| Principal Special (P***) Accounts | Spend from a Principal's Special Account needs to be authorised by Financial Advice and Support up to a value of £5000. If value is over £5000 this must be authorised by the Master, Quaestor & Factor or Deputy Director of Finance. |
| Endowment (UNN* & ZNN*) Accounts |
All arrangements for authorised signatures for endowment accounts should be notified to Ginny Brown, who may be contacted on extension 2579 (or by e-mailing vjb1@st-and.ac.uk). Please note that:
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| Miscellaneous | View Authorised Signatories for Miscellaneous. |