Page History

Summary

On June 30, 2000, Congress enacted the Electronic Signatures in Global and National Commerce Act ("ESIGN"). The result of this Act made it possible for an electronic signature to be used as a valid replacement of a traditional pen and ink signature. For GCM, the broader application of ESIGN on the processing of day to day forms and documents in the Headquarter office will now make it possible to accept them as “signed” with the use of electronic means.

This GCM Policy is also intended to make thing easier for our staff and staff supervisors when submitting GCM documents and forms to the Headquarters office. It focuses on electronic signatures for forms and documents only, and is not intended to address any GCM online website electronic signatures issues.

For GCM forms and documents, the most typical application and use of an electronic signature (but not limited to) would be using an email to serve as an electronic signature.

Legal definitions that relate to ENSIGN ELECTRONIC RECORD- The term means a record created, generated, sent, communicated, received, or stored by electronic means. (For GCM, this will most typically be an email or form or document that is attached to an email.)

ELECTRONIC SIGNATURE- The term means an electronic sound, symbol, or process, attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record. The method of signing an electronic message also means that it:
• Identifies and authenticates a particular person as the source of the electronic message; and 
• Indicates such person's approval of the information contained in the electronic message.

Important Note: A FAX of a document that is personally signed is already considered a legally valid document and will therefore is not affected by this policy. The same applies to a PDF copy of a document that is personally signed which is sent as an attachment to an email. This is also already considered legally valid.

Policy Statement

GCM will allow an electronic signature to be accepted as a valid replacement of a traditional pen and ink signature for forms and documents used and processed by the GCM office.

For the purpose of further clarity, GCM will accept an email from the signer of the form or document to serve as a valid signature. GCM will also accept a form or document that is electronically attached to an email. The email and/ or the attached form or document must:
• Identify and authenticate the particular person as the source of the message (see below), and 
• Clearly indicates the person’s approval of the information, form or document they are intending to electronically “sign”.

Authentication and Identification

For GCM employees and associate staff, authentication and identification must be supported by the sender with including all the following in their email:
• Full Name
• Home phone number (or mobile phone)
• FD number 
• E-Mail address
• Current Date

For any Non-GCM employees and associate staff, authentication and identification must be supported by the sender with including all the following in their email:
• Full Name
• Home phone number (or mobile phone)
• E-Mail address
• Current Date

This required information above can also be entered directly by the provider onto the actual form or document. The form or document can then be attached to an email. This method will also serve as a valid electronic signature (as mentioned in the Policy Statement above).

Prior Application of Policy 

Form and documents that were accepted by the GCM office with electronic signatures prior to the adoption of this Policy will still be considered valid. As long as the acceptance was after June 30, 2000 – this was the enactment date of the ESIGN Act.

Forms on which GCM will allow an electronic signature. 

The following Forms can be submitted using an electronic signature (including but not limited to):

I. Finance Forms & Documents 
• Reimbursement Form – MTD account (First signature page only)
• Reimbursement From – departmental/supervisor/manager approval (First signature page only)
• Moving Expense Form (First signature page only)
• Check Request - originator
• Check Request – departmental/supervisor/manager approval
• Salary Advance Field/International Staff 
• Salary Advance HQ Staff
• Computer & Office Equipment Purchase Approval Form
• Per Diem Request
• Direct Deposit Agreement

II. HR/MTD Forms & Documents
• Support Goal Worksheets
• Performance Appraisals
• Education Approval Form
• Parsonage Request Form
• Bonus requests (internship bonuses, overseas special needs, etc)
• Time cards
• Leave of absence requests
• Coaching hours form
• Paid Time Off Request Form
• Backtrack Release Authorization Form 
• Career Assessment Survey
• Employee Evaluation of Supervisor 
• FCRA Disclosure Statement

III. Benefits
• 401(k) Principal enrollment Form 
• 401(k) Contribution change Form
• 401(k) Rollover declaration Form
• Health Insurance Enrollment Form 
• Dental Insurance Enrollment Form
• Genworth Group Life Enrollment Form
• Genworth Voluntary Life Insurance Enrollment Form 
• Genworth Beneficiary Designation Form

IV. Ministry Grant Forms 
• Grant Request Forms
• Grant Questionnaire

Forms on which GCM will NOT allow an electronic signature (must still be hand-signed). 

The following GCM forms must be submitted with an actual signed signature:

• Employment Applications
• Employee Handbook Acknowledgement 
• I-9 Form
• W-4 Withholding Form
• Statement of Faith Agreement
• LifeLink Signup Form 
• 401(k) Beneficiary Enrollment Form – initial enrollment only 
• All GCM Liability, Release, Medical Permission Waiver forms 
• All GCM Medical Disclosure forms

Important Note: If desired, the form can also be hand-signed first, and then a valid copy of the signed form can be e-mailed as a PDF attachment or faxed to the GCM Office.

Return to Table of Contents