What supporting documents are required?

Attach invoices, quotes, purchase orders, or budget extracts that substantiate the variance. Lack of documentation is the most common reason for delayed approval.

Can a variance be approved after month-end?

Yes, but late approvals may require reversing entries or disclosures. Coordinate with accounting early to avoid misstatements during the close.

Is an eSignature legally valid for approvals?

Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is uncommon for internal finance variances. If an external legal instrument or grant condition requires notarization, follow state notary rules.

How do I correct a submitted request?

Submit a revised request referencing the original Request ID, highlight changes, and route for re-approval. Maintain both versions for audit trail clarity.

How long should records be kept?

Retain approved requests and attachments for at least three years; extend retention for tax, grant, or HIPAA-related items per applicable regulations.

Electronic Signature
Templates
Finance
Finance Variance Request

Finance Variance Request

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCE VARIANCE REQUEST

Request Summary

Request ID: Date of request: Priority:

Requester Information

Requester Name Employee ID / Vendor Department / Cost Center Project Code (if applicable) Contact Phone / Email

Variance Classification

Type of variance (check all that apply):

Budget increase (additional appropriation)
Reallocation between GL accounts
Purchase order / committed spend overage
Extension or modification of payment terms
One-time policy exemption
Other (describe):

Financial Details

Original budgeted amount: Current committed/spent: Requested additional amount:

Proposed new total after variance: Currency:

Affected Budget Lines (itemize)

Provide each affected GL or budget line. If more lines, attach a schedule.

Description	GL / Account Code	Budgeted	Committed / Actual	Requested Change

Justification and Impact

Business justification (required) Operational or financial impact if not approved Mitigation plan and timeline

Supporting Documentation

Supporting documents attached: Yes No

List of attachments (invoices, quotes, contracts)

Policy Compliance and Certification

By submitting this request the requester certifies that the information provided is true and complete to the best of the requester's knowledge; that the requested variance is necessary for business operations; and that all available alternatives to additional funding or reallocation have been considered. Approval of this request does not obligate any funds beyond those properly authorized and does not relieve the requester or department of existing procurement, legal or regulatory responsibilities.

I certify that the amounts and accounts identified above accurately reflect the need for the variance and that supporting documentation is available for audit. I acknowledge that false statements or misuse of funds may result in disciplinary action, repayment obligations, and other remedies permitted by policy or law.

Certify: I certify the above

Approval Routing (for recording decisions)

Department Manager decision:

Manager Name Manager Title

Decision: Approve Reject Date:

Finance reviewer:

Finance Reviewer Name Finance Reviewer Title

Decision: Approve Reject Date:

Executive approval (if required):

Executive Name Executive Title

Decision: Approve Reject Date:

Terms and Conditions

Approval of this Finance Variance Request is conditional upon continuing compliance with applicable internal finance policies, procurement rules, and statutory requirements. Any approval granted may be rescinded or adjusted if subsequent review reveals non-compliance, insufficient supporting documentation, or if funds become unavailable. The requester and their department remain fiscally responsible for obligated expenditures. Recovery actions, internal discipline, or other remedies may be pursued for unauthorized expenditures or material misrepresentation.

Additional notes / terms

Requester Signature

Requester Name:

Signature:

Date:

What a Finance Variance Request Is

A Finance Variance Request is a formal internal document used to request approval for a planned change from an approved budget, forecast, or control threshold. It explains the variance amount, cause, impacted accounts or cost centers, and proposed corrective action. The request provides supporting calculations and documentation so finance, budget owners, and approvers can evaluate financial impact, timing, and accounting treatment. Organizations use this record to maintain auditability, support month-end close adjustments, and demonstrate internal control over budget exceptions and out-of-policy spend.

Why a Clear Finance Variance Request Matters

A well-completed Finance Variance Request documents the facts and justification for deviations from approved budgets, enabling timely approvals, consistent accounting treatment, and reliable audit trails for internal and external reviewers.

Who Typically Prepares and Reviews This Request

Finance Variance Requests are prepared by budget owners, project managers, or accounting staff and routed to finance approvers for review.

Budget owners and project managers — prepare details, attach cost estimates and project impact statements.
Accounting and FP&A teams — validate GL treatment, reconcile to forecasts, and advise on timing.
Senior approvers and controllers — authorize exceptions and confirm compliance with policy.

Routing and approval levels vary by organization size and policy; ensure you follow your entity’s approval matrix and documentation standards.

Signatory Roles and Responsibility Examples

Finance Manager

Typically reviews the variance amount, verifies account mapping and available budget, and advises on recommended accounting entries. The Finance Manager documents compliance with internal controls and prepares any GL adjustments required for month-end.

Department Head

Requests the variance, provides operational justification, and certifies that the spend is necessary. The Department Head confirms that alternatives were considered and that the requested change aligns with business priorities.

Essential Fields to Include

Request ID: Unique identifier

Variance Amount: Currency value

Fiscal Period: MM/YYYY

GL Account: Chart string

Reason Code: One-line cause

Approver: Name and title

Step-by-Step: Completing a Finance Variance Request

Follow these steps to prepare a complete request that facilitates quick review and minimizes follow-up questions.

01

Gather data: Compile invoices, estimates, and GL extracts supporting the amount.
02

Calculate impact: Show variance vs budget and year-to-date totals.
03

Explain reason: Describe root cause and corrective action briefly.
04

Route for approval: Send to required approvers with attachments and commentary.

Configuring an Online Approval Workflow

Set up routing rules and authentication to match your internal approval matrix and audit requirements.

Field	Configuration
Authentication	Email link or SMS code
Routing	Sequential approvers by amount
Conditional Fields	Show extra approvals for >$50,000
Retention	Enable audit trail and PDF export

Where to Submit and How the Request Flows

Understand the typical routing path so you submit to the correct queue and avoid delays.

Submitter: Uploads form and attachments to finance workflow.
Finance Reviewer: Validates GL mapping and calculations.
Approver: Signs digitally and records decision.
Records: Final PDF and audit trail stored in repository.

Digital Signing and Distribution Considerations

Use an eSignature platform that preserves audit trails, supports conditional routing, and meets your compliance needs.

File formats: PDF, DOCX supported
Integrations: Connects with ERP/GL and document storage
Authentication: Email, SMS, or advanced MFA

Ensure the chosen platform can produce a tamper-evident signed PDF and capture signer metadata for internal audit and external review.

Typical Timelines and Processing Expectations

Establish SLAs that align with your close schedule and payroll or vendor payment cutoffs to prevent accounting delays.

Submission Window:

Submit within 10 business days of variance identification

Finance Review SLA:

3–5 business days for initial validation

Approver Response Time:

Up to 7 business days depending on level

Payroll Cutoff Impact:

If after cutoff, effect posts next cycle

Record Archival:

Final documents stored after approval

Key Milestones from Request to Closed Record

A typical Finance Variance Request moves through a predictable series of stages from initiation to archival.

01

Initiation

Submitter creates request and attaches supporting documents.

02

Validation

Finance checks amounts, GL allocation, and completeness.

03

Approval

Designated approver signs and records decision.

04

Posting and Archive

Accounting posts adjustment and files final signed PDF.

Common Mistakes to Avoid

Missing attachments or incomplete calculations that require follow-up and delay approvals.
Incorrect GL account or cost center leading to misstatements and reclassification work.
Insufficient justification or vague reasons that cause approvers to deny or request more information.
Routing to the wrong approver level, which extends processing time and complicates audit trails.

Risks and Consequences of Improper Requests

Financial Misstatement: Material misclassification risk

Audit Findings: Control exception recorded

Payment Delays: Vendor or payroll impact

Policy Violations: Internal discipline possible

Regulatory Exposure: Industry reporting issues

Rework: Time spent correcting entries

Core Elements of a Professional Finance Variance Request

Include structured fields and clear supporting materials so reviewers can assess fiscal impact and authorize changes without additional follow-up.

Identifier

Unique Request ID and title to track changes and link attachments across systems and audits.

Amount Detail

Precise variance amount, currency, and whether the figure is cumulative or incremental, with two-decimal accuracy.

Accounting Info

GL account, cost center, project code, and any subledger references required for posting and reconciliation.

Narrative

Clear explanation of cause, business justification, and any alternatives considered to mitigate impact.

Approvals

Designated approvers, their roles, and timestamps of each decision captured in the audit trail.

Attachments

Invoices, quotes, spreadsheets, and authorization emails referenced inline and named consistently for review.

Example Use Cases

Real-world scenarios show how the request supports controls and decision-making across departments.

Case Study 1

A marketing manager discovered overspend after campaign launch and submitted a variance request with invoices

Finance validated GL mapping and approved the reallocation
The signed request and attachments were retained for audit and the adjustment posted in the close.

Case Study 2

A project lead requested a budget increase due to supplier escalation

FP&A requested a one-week delay for additional quotes
After review the controller approved a phased release; records documented the decision path for compliance reviews.

eSignature Pricing and Feature Comparison

Compare baseline pricing and core features for common eSignature vendors. signNow appears first and pricing reflects annual-billed per-user starting rates where available.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and Troubleshooting

Answers to frequent questions about preparing, routing, signing, and storing Finance Variance Requests.

Need help? Contact support

What supporting documents are required?
Attach invoices, quotes, purchase orders, or budget extracts that substantiate the variance. Lack of documentation is the most common reason for delayed approval.
Can a variance be approved after month-end?
Yes, but late approvals may require reversing entries or disclosures. Coordinate with accounting early to avoid misstatements during the close.
Is an eSignature legally valid for approvals?
Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is uncommon for internal finance variances. If an external legal instrument or grant condition requires notarization, follow state notary rules.
How do I correct a submitted request?
Submit a revised request referencing the original Request ID, highlight changes, and route for re-approval. Maintain both versions for audit trail clarity.
How long should records be kept?
Retain approved requests and attachments for at least three years; extend retention for tax, grant, or HIPAA-related items per applicable regulations.

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