Signature register

The signature register centralizes the rights of authorized employees to enter into financial commitments on behalf of EPFL. This right is granted by the Head of the Cost Center to one or several employees and must then be confirmed by the faculty’s Finance Manager or the corresponding vice-presidency.

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Understanding the signature register

The signature register is used, among others, by members of the accounting department in order to verify that the invoices or expense claims received for payment have been validated by the employees authorized to do so.

The signature register is based on EPFL’s Financial Regulations.

A “signatory right” indicates the authorization to enter into financial commitments on behalf of EPFL.

A signatory right may be granted for:

  • All existing and future funds of a cost center.
  • One or several existing funds of a cost center.

It is possible to grant exceptional signatory rights (signatory right for an entire vice-presidency or faculty, for example). For that, it is necessary to contact the reference persons (in particular the Head of Finance). 

EPFL’s financial structure comprises four financial levels:

level 1 corresponds to EPFL

level 2 corresponds to vice-presidencies or faculties

level 3 corresponds to domains, sections or institutes

level 4 corresponds to units or laboratories

Each unit or laboratory corresponds to a level 4 cost center. Each cost center comprises several funds.

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Standard profiles in the register

Attaching an EPFL employee to the role of Head of Cost Center is carried out automatically from the EPFL Structures application. This attachment cannot be changed manually within a signature register.

The Finance Manager automatically holds the following rights:

  • To financially commit all his unit’s funds (existing and future) up to CHF 50,000.
  • To grant signatory rights up to CHF 5,000 and, exceptionally, up to CHF 50,000 on all the funds (existing and future) of his cost center, in collaboration with the Finance Manager of his vice-presidency or faculty.
  • To grant signatory rights up to CHF 5,000 on one or several existing funds of his cost center in collaboration with the Finance Manager of his vice-presidency or faculty.
  • To withdraw an existing signatory right within his cost center.
  • To see all the signatory rights of his unit (without accessing the corresponding images of handwritten signatures).
  • To grant the role of “Unit Administrator” to one or several employees of his unit (or another unit).

Attaching an EPFL employee to the role of Unit Administrator is carried out manually by the corresponding Head of Unit, Human Resources Manager or Finance Manager. The assignment of this role is subject to a workflow validation by the RRH.

As a reminder: the role of Unit Administrator may be assigned to an EPFL employee who does not belong to that unit (laboratory).

A Unit Administrator automatically holds the following rights:

  • To financially commit all his unit’s funds (existing and future) up to CHF 5,000.
  • To initiate with the Head of Unit (Professor) a request to create a signatory right for up to CHF 5,000 on all the funds (existing and future) or only on some funds of his cost center.
  • To see all the signatory rights of his unit (without accessing the corresponding images of handwritten signatures).
  • To access the “HR transfer request” electronic form.
  • To access the personal and salary data of his unit’s employees available in HR InfoCentre.

Attaching an EPFL employee to the role of person responsible for the fund is carried out by the Accounting Service when the fund is created. This attachment cannot be changed manually within a signature register.

The person responsible for the fund automatically holds the following rights:

  • To financially commit his fund up to CHF 5,000.
  • To initiate with the Head of Unit (Professor) a request to create a signatory right for up to CHF 5,000 on the fund for which he is responsible.

A Head of Finance (RFF) is attached to each EPFL vice-presidency, faculty or college.

Heads of Finance

The Heads of Finance of the vice-presidencies, faculties, colleges as well as the Controlling Department are at your disposal to advise you, particularly, in the financial management of your unit/service.

VP Faculty Person in charge e-mail Phone
PRESIDENCY Tristan Maillard

[email protected] 32988
CDH Nicole Aghroum [email protected] 31922
CDM Shirit Cohen [email protected] 37929
ENAC Laurent Gaillard [email protected] 33212
ENT-R Pier Paolo Paganini [email protected] 33574
IC René-Pierre Bonvin [email protected] 36678
SB Yolanda Bühlmann [email protected] 33303
STI Audrey Barras [email protected] 36921
SV Harald Hirling [email protected] 35363
VPE Rossana Papaux [email protected] 35580
VPI Natacha Putallaz [email protected] 31410
VPFI Marc Bachelot [email protected] 34787
VPR Rossana Papaux [email protected] 35580
VPRHO Marie Savoy [email protected] 34333
VPSI Imen Choura [email protected] 31064

The Head of Finance automatically holds the following rights:

  • To financially commit all the cost centers of his vice-presidency or faculty up to CHF 50,000.
  • To grant signatory rights (up to CHF 5,000 or, exceptionally, CHF 50,000) to an employee within all the cost centers of his vice-presidency/faculty, in collaboration with the corresponding Head of Unit/Professor.
  • To withdraw an existing signatory right (up to CHF 5,000 or CHF 50,000) from an employee within all the cost centers of his vice-presidency/faculty.
  • To see the existing signatory rights of all the cost centers of his vice-presidency or faculty.
  • To grant the role of Unit Administrator within the cost centers of his vice-presidency or faculty.
Procédure de création d'un droit de signature dans le registre des signatures

Access to the register

By default, all Heads of Cost Centers, Unit Administrators and Heads of Finance can access the signatory rights of a unit (laboratory), without seeing the corresponding images of handwritten signatures). Accessing the signature register takes place via Accred.

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Useful links

Registre des signatures: FAQ
Signature registrer: FAQ


Contact

All questions related to the signature register may be addressed to the EPFL IT Service Desk: [email protected]

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