Is an electronic authorisation valid?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.

How do I revoke an authorisation?

Revoke in writing, update the master list, notify treasury and vendors, and keep the revocation record. For consumer-facing financial authorisations, follow ESIGN disclosure and withdrawal procedures.

What if a signer’s name does not match bank records?

Banks may reject payment initiation. Use full legal names that match ID and bank account registration; attach identity proof where required to avoid rejections.

Are notarization or witnesses required?

Not generally required for payment authorisations, but certain states or specific document types may require notarization or witnesses—confirm with state law or bank policy.

How long should I keep signed lists?

Retain signed records per applicable rules: IRS 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), and longer where state law or industry rules require it.

What authentication is advisable for high-value payments?

Use multi-factor authentication, identity proofing, or bank-grade verification for high-value approvals; maintain an auditable log of the authentication method used.

Electronic Signature
Templates
Finance
Payment Authorisation List

Payment Authorisation List

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

PAYMENT AUTHORISATION LIST

Issuing Organization: Department:

Prepared By: Contact Phone:

Date Prepared: Payment Batch Number: Planned Payment Run Date:

Payment Summary

Funding Source / Account Code:

Primary Account / Cost Centre Budget Code / Project

Total Amount (Subtotal)

Currency

Number of Transactions

Payment Details (Itemised)

List each payment to be authorised. Provide supporting documentation index numbers where applicable. The authoriser certifies that each payment is genuine, properly approved and supported by required documentation.

#	Payee Name	Payee ID / Ref	Bank / Branch	Account No.	IBAN / SWIFT	Amount	Date	Method
1
2
3
4
5

Subtotal

Tax / VAT

Bank Charges

Total Amount

Verification, Supporting Documentation & Controls

I confirm that the payments listed above have been reviewed and that supporting documentation has been attached or referenced. Payment execution shall proceed only after authorisation below and in accordance with organisational payment policy.

Verification Checklist

Supporting documents attached or indexed Sufficient budget available against budget code Payee details validated against records Compliance and sanction checks completed

Supporting Document Index / Attachment Reference

Authorisation and Certification

By signing below the authorised officer certifies that: (a) the payments are for bona fide organisational liabilities or obligations; (b) proper invoices and supporting documentation exist and have been examined; (c) the payments comply with applicable internal controls and budgetary approvals; and (d) the signatory accepts responsibility for authorising the disbursement and indemnifies the organisation against claims arising from incorrect or fraudulent payee instructions where such claims result from negligent authorisation.

Additional Authoriser Notes

Authorising Officer (Print Name):

Signature:

Date:

Title / Role

Contact Email

Contact Phone

Note: Retain original supporting documents in accordance with organisational record retention policy. Any alterations to this form must be initialled by the authorising officer. Unauthorised disbursements may result in disciplinary action.

What the Payment Authorisation List Is and when it’s used

A Payment Authorisation List is a structured record that documents who may approve payments, the authorized amounts or limits, payment methods, and any cadence or conditions that apply. Organizations use it to centralize payer and approver information, reduce duplicate approvals, support auditability, and ensure consistent payment processing across AP, payroll, and vendor-pay workflows. The list typically accompanies invoices, payment runs, or vendor onboarding records and forms the basis for controls, segregation of duties, and automated routing in digital systems.

Why a clear authorisation list matters for controls and auditability

A concise Payment Authorisation List reduces payment errors, enforces approval limits, and documents who can legally obligate the organization. It supports internal controls, streamlines payment runs, and creates a defensible record for auditors and regulators.

Typical owners and signers of a Payment Authorisation List

Organizations of any size rely on a Payment Authorisation List to define who may approve disbursements and under what conditions.

Accounts payable teams and controllers responsible for payment execution and vendor onboarding.
Finance leaders and budget owners who set approval thresholds and periodic reviews.
Vendors and treasury staff who require verified approvers for ACH, wire, or card payments.

Representative people who sign or administer the list

Brian Fitzgibbons, COO

As COO of a mid-size firm, he maintains the master authorisation list, ensures approver delegation is current, and coordinates periodic attestation. He uses the list to limit wire initiation rights and to provide auditors with an auditable trail of authorized signers.

Tim Martin, Founder

For smaller organizations, the founder often appears on the authorisation list with elevated limits. He documents one-time approvals and delegates recurring payment authority to an assigned controller while retaining final sign-off on large or unusual disbursements.

Security and compliance data typically attached to the list

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: Signed timestamps

HIPAA support: BAA available

Regulatory standards: ESIGN and UETA

Certifications: SOC 2 Type II, ISO 27001

Step-by-step: complete a Payment Authorisation List

Follow these steps in order to create a complete, audit-ready list that supports automated and manual payment processes.

01

Collect parties: List full legal names and roles for each approver.
02

Specify limits: Record per-person amount limits and aggregation rules.
03

Define methods: Indicate permitted payment methods (ACH, wire, card).
04

Sign and date: Capture signatures, dates, and version or effective period.

Configure an electronic workflow for the authorisation list

Map fields and authentication once, then apply templates for recurring updates and automated approvals.

Field	Configuration
Magic field detection	Auto-populate names and dates using document parsing
Conditional fields	Show approval reason when limit exceeded
Authentication	Email link, SMS code, or advanced KBA
Notifications	Send to approver, finance, and archive

Where the completed list should be routed

Route copies to the teams that need it and ensure read/write permissions match the organization’s control policy.

Accounts Payable: Primary copy used to validate payment initiations.
Treasury / Bank: Reference copy for wire and ACH approvals.
Auditors: Provide read-only access for compliance reviews.
Records Archive: Store final, signed version for retention and legal hold.

Digital signing, formats, and integrations to consider

Choose a platform that supports standard document formats and your integration needs for secure eSubmission.

File formats: PDF, DOCX, Excel
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email link, SMS, SSO

Timing rules and recurring deadlines to track

Track submission windows, payroll cutoffs, and regulatory reporting dates tied to payment authorisations.

W-9 requests:

No statutory submission deadline; provide upon payer request.

1099-NEC deadline:

Jan 31 to recipient and IRS for nonemployee compensation

Payroll cutoff:

Follow internal payroll cycle deadlines for approvals

I-9 retention:

Retain 3 years after hire or 1 year after termination

Quarterly reviews:

Recommend quarterly attestation of approver list

Key processing milestones from request to payment

A typical payment lifecycle includes verification, approval, execution, and recording — coordinate deadlines for each stage.

01

Request received

Document and timestamp incoming payment requests for audit.

02

Approval verified

Match requester against authorisation limits and approver list.

03

Payment executed

Treasury initiates wire/ACH according to bank cutoff times.

04

Post-payment record

Store signed authorisation with remittance and reconciliation details.

Common mistakes when preparing the Payment Authorisation List

Using informal or nickname variants of approver names, which can prevent bank verification and delay payments.
Failing to record effective start and end dates, leading to expired approvals being used for live disbursements.
Omitting or misformatting maximum limit fields, which allows unauthorized aggregation of multiple smaller approvals.
Not restricting edit rights to administrators, causing untracked changes and audit findings.

Risks and potential consequences of an incorrect list

Unauthorized payments: Financial loss

Regulatory fines: Compliance penalties

Tax reporting errors: Incorrect 1099 handling

Audit findings: Control weaknesses noted

Vendor disputes: Payment reversal risk

Bank rejection: Failed wire/ACH

Core elements to include in a professional Payment Authorisation List

A well-structured list balances clear authority, traceability, and sufficient detail to support both manual and automated payments.

Approver identity

Full legal name, job title, contact details, and organization unit to ensure correct attribution and reduce mistaken approvals.

Approval limits

Per-transaction and aggregated period limits with escalation triggers when limits are exceeded to enforce segregation of duties.

Permitted payment methods

Specify ACH, wire, check, card, and any restricted channels plus bank routing details where required for execution.

Effective period

Clear start and end dates for each entry and a review schedule to ensure authorisations are current and valid.

Supporting references

Link to related contracts, PO numbers, vendor onboarding files, and identity verification artifacts for due diligence.

Signature and audit

Signed block with signer identity, timestamp, and an immutable audit trail capturing IP, method, and certificate of completion.

Comparing eSignature providers for Payment Authorisation List workflows

Basic vendor differences affect cost, bulk send, HIPAA support, and audit capabilities; place signNow first and compare core plan features.

	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

How organizations use an authorisation list in practice

Below are real-world examples showing how teams structure and rely on a Payment Authorisation List.

Optica Ventures (COO)

Optica centralized approver records to reduce payment errors and speed processing.

They integrated the list with AP workflows.
The result was clearer handoffs, fewer failed bank validations, and an auditable trail that satisfied external reviewers and internal finance staff.

Martin Properties (Founder)

Martin Properties digitized vendor approvals to support remote site closings.

Approvals were captured via mobile eSign.
This eliminated paper delays, ensured approver identity on file, and provided consistent recordkeeping across multiple properties and managers.

Frequently asked questions about Payment Authorisation Lists

Answers to common questions about validity, revocation, authentication, and recordkeeping for authorisation lists.

Need help? Contact support

Is an electronic authorisation valid?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.
How do I revoke an authorisation?
Revoke in writing, update the master list, notify treasury and vendors, and keep the revocation record. For consumer-facing financial authorisations, follow ESIGN disclosure and withdrawal procedures.
What if a signer’s name does not match bank records?
Banks may reject payment initiation. Use full legal names that match ID and bank account registration; attach identity proof where required to avoid rejections.
Are notarization or witnesses required?
Not generally required for payment authorisations, but certain states or specific document types may require notarization or witnesses—confirm with state law or bank policy.
How long should I keep signed lists?
Retain signed records per applicable rules: IRS 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), and longer where state law or industry rules require it.
What authentication is advisable for high-value payments?
Use multi-factor authentication, identity proofing, or bank-grade verification for high-value approvals; maintain an auditable log of the authentication method used.

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