The School Board of Miami-Dade County
Bylaws & Policies
Unless a specific policy has been amended and the date the policy was revised is noted at the bottom of that policy, the Bylaws and Policies of the Miami-Dade County Public Schools were adopted on May 11, 2011 and were in effect beginning July 1, 2011.
 

6105 - WARRANTS/FACSIMILE SIGNATURE & ELECTRONIC FUNDS TRANSFERS

Disbursement of District funds by warrants and through electronic funds transfers shall comply with the following policies and procedures.

 A.Facsimile Signature

  1.The School Board authorizes the Board Chair and Superintendent to prepare and use a facsimile signature in lieu of a manual signature.

  2.Before using a facsimile signature, the authorized individuals must file manual signatures with the Department of State and certify those signatures under oath. Following the registration and certification of the manual signature, such facsimile signature may be affixed to the following:

   a.any public security or instrument of conveyance, provided that at least one (1) signature required or permitted shall be manually subscribed;

   b.any instrument of payment.

  3.The actual facsimile signature(s) should be maintained under the care, custody and control of the Treasurer.

  4.The individuals holding the positions specified in this policy may affix their manual or facsimile signature to the instrument identified so long as they continue to act as such officers/employees.

 B.Warrants (Checks)

  1.Warrants (checks) drawn on District accounts are to be executed by facsimile signature of the Chair and Superintendent.

  2.Warrants (checks) drawn on school internal funds may be executed by manual signature of the Principal and one additional school employee as authorized by Board resolution.

  3.Warrants (checks) drawn under a custodial/trust agreements or third party agreements such as to pay insurance claims or other benefits will be governed by the provision of the applicable agreements.

 C.Electronic Funds Transfers (EFT)

  1.General Authorization:
   EFTs initiated by the Board must be authorized under the Board’s current banking services agreement. The banking services agreement must be signed by the Board Chair and the Superintendent and must specify that the Chief Financial Officer and the Treasurer jointly must sign each service and individual wire, automatic clearing house (ACH), direct payment and/or electronic data interchange (EDI) agreement. Every account being debited and/or credited must be pre-authorized under a repetitive wire transfer agreement, or an ACH agreement.
   The Superintendent shall designate the individuals who are his/her designees unless set forth in this Board policy by position.
   The Superintendent designates the Treasurer, Assistant Treasurer, or the Treasury Director to confirm EFTs forwarded to financial institutions and to evidence the confirmation by manual signature retained in the official files of the School District.

  2.EFTs Between Board Accounts:
   Shall be executed by staff who are bonded and authorized by the Chief Financial Officer and the Treasurer. These transfers include the funding of accounts used to pay expenditures, beneficiaries, and claims. The transfers do not represent direct third party payments of an expenditure, advance, or reduction of cash asset.

  3.EFTs representing payments processed under the Accounts Payable or Payroll systems, (i.e. employee direct deposits) are executed under the rules of the ACH, EDI, or Direct Deposit Agreements and approvals authorizing disbursements are evidenced under the Accounts Payable and Payroll systems controls.

  4.EFTs for Payroll Taxes and State related payments, including the funding of the State’s Retirement System are to be executed under the Direct Payment Agreements set-up by the Internal Revenue Service and by the State of Florida, respectively. Specific wire and or ACH agreements may be set-up as a back-up to the direct payment agreements.

  5.EFTs to a charter school or for the benefit of a charter school not processed thru the Accounts Payable System will be authorized by the originating department head, the Chief Financial Officer or their designee, and by one (1) of the following staff: Chief Budget Officer, Controller, or Treasurer.

  6.EFTs to the Depository Trust Company, paying agent, trustee, or other financial institution for debt service or lease payment on Certificates of Participation shall be paid under the repetitive wire transfer/ACH/direct payment agreement pre-authorized by the Treasurer and Chief Financial Officer.

  7.EFTs representing third party payments of expenditures, advance, or reduction of cash assets, which were not processed under the Accounts Payable or Payroll systems will be authorized by the Originator, the Department Head, the Chief Financial Officer or designee, and the Superintendent, which may also be the Chief Financial Officer or designee.

  8.EFTs executed under custodial/trust agreements or third party agreements such as to pay insurance claims or other benefits will be governed by the applicable agreements.

F.S. 116.34, 215.85, 668, 1010.11, 1011.18(5)
F.A.C. 6A-1.0012