Authority to Sign Documents Policy

1. Purpose

This policy outlines who has the authority to sign documents on behalf of Envirocon, ensuring that commitments made are appropriate, legally binding, and in line with company responsibilities.

2. General Authority

Managers are authorised to sign routine business documents, subject to a secondary check as outlined below:

	Signatory	Secondary Check
Supplier agreements & Vendors	Accountant	Relevant purchasing manager
Employment offers and contracts	Hiring Manager	Compliance Manager
Purchase orders	Relevant purchasing manager	Accountant
Day-to-day operational agreements	Relevant purchasing manager	Accountant (if any financial implications) or Compliance Manager

Managers must ensure that any document they sign is within their area of responsibility and aligned with company policies and budget approvals.

3. Director Involvement Required

Any document that:

Grants authority for a person or entity to act on behalf of the company
Creates legal obligations extending beyond the scope of day-to-day operations
Involves financing, loans, leases, or major capital commitments
Relates to immigration obligations (e.g. accredited employer responsibilities, job check submissions)
Relates to legal or regulatory health & safety obligations (e.g. PCBU responsibilities, formal notifications to WorkSafe)

must be reviewed and approved by a company director prior to signing.

Examples include:

Power of attorney
Agency or representation agreements
Major contracts with long-term or strategic implications
Declarations or undertakings to government authorities

4. Human Resources Documents

HR documents such as employment agreements, formal warnings, or performance management letters must be:

Drafted or reviewed by the Compliance Manager to ensure legal accuracy and alignment with company policy
Signed by the relevant manager or supervisor responsible for the employee

This process helps maintain consistency, legal compliance, and appropriate accountability across all HR-related matters.

5. Electronic Signatures

Electronic signatures are permitted where legally valid and secure, provided they meet the same approval requirements as physical documents.

6. Breach of Policy

Failure to comply with this policy may result in disciplinary action and/or the document being declared invalid or unenforceable

7. Review

This policy will be reviewed annually or as needed to ensure it remains fit for purpose.