FACSIMILE SIGNATURES - 8082
Per Government Code section 5500, a facsimile signature means the reproduction by engraving, imprinting, stamping, or other means of the manual signature of an authorized officer. Government Code section 55015501, requires that every authorized individual who uses a facsimile signature on any payment instrument will file their manual signature, certified by them under oath, with the Secretary of State.
It is the agency's/department’s responsibility to ensure that adequate safeguards are taken to prevent improper or unauthorized use of facsimile signature.
Agencies/departments will destroy the facsimile signature plate upon the departure of the particular authorized individual. Two persons, exclusive of the individual whose signature is involved, will witness and sign an acknowledgment of the destruction. One copy shall be given to the departing individual and one shall be retained and filed by the agency/department.
Agencies/departments will use any convenient method to destroy signature plates so they are no longer usable. For rubber stamps, the imprint should be removed from the stamp and cut with scissors.
Agencies/departments may be authorized to use rubber stamp facsimile signatures for check signing. Agencies/departments considering this method of check signing should contact the Department of Finance, Fiscal Systems and Consulting Unit, for authorization. Precautions must be taken to prevent the unauthorized use of rubber stamped signatures. When the stamps are not in use, they will be locked in a secure place with the key in the custody of the person authorized to sign checks.