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Excerpt

Reliant accepts legally binding approval from our missionaries via electronic means such as email or being logged in to web applications. These kind of approvals are in lieu of a traditional "pen and ink" signature. This makes administration easier for our missionaries worldwide.

Such "signatures" need to meet two conditions:

  1. The identity of the missionary or party is securely verified. Reliant missionaries must use a password-protected, Reliant-issued account. (Condition 1
    Status
    subtletrue
    colourBlue
    title1: Verified ID
    )
  2. The missionary or party clearly communicates their approval. (Condition 2
    Status
    subtletrue
    colourGreen
    title2: I Approve
    )

Common Examples: an email from a verified Reliant.org email account and a missionary saying "I approve this change."  or a missionary logged in to a web application, who submits online while logged in and stored as a record in our database.  

As of the 2015 update of this policy, Reliant can no longer accept e-signatures from a personal email account.

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Any other non-missionary external party who is communicating with Reliant staff for the purposes of approval, such as a local church partner, supervisor, vendor, etc. 


Process Details

Status
subtletrue
colourBlue
title1: Verified ID
 + 
Status
subtletrue
colourGreen
title2: I Approve
 = Electronic Approval

Attached Documents

  • A document or form in Word, Excel, or PDF formats can include an indication of missionary approval (Condition 2
    Status
    subtletrue
    colourGreen
    title2: I Approve
    ) but must be sent from a Reliant account to indicate identity (Condition 1
    Status
    subtletrue
    colourBlue
    title1: Verified ID
    )
  • Typing a full name or fund number inside a Word, Excel, or PDF document does not provide sufficient indication of identity.
  • The internal process to record the submission should include the attachment document and some record of the received email to verify identity.

Google Account Documents

A Google documentDocument, spreadsheetSpreadsheet, or form Form submitted submitted from a verified @reliant.org Google Account verifies identity (Condition 1

Status
subtletrue
colourBlue
title1: Verified ID
).

 

Date and Time

Accepted documents or records should generally include the date they were approved and date received (if different).

  •  For email or electronic documents, this is nearly always recorded automatically and it is not required to have a "date" field alongside a signature inside a document.
  • For manually signed ("pen and ink") documents, a date field is required, and internal processes should take care to note the date received if different.

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Forms on which Reliant 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

• Employment Applications 

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

V. Event Forms 
• All Reliant Liability, Release, Medical Permission Waiver forms
• All Reliant Medical Disclosure Forms 

 

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

 

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

  • 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

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