How to Insert a Digital Signature into a PDF Document

Last Updated: January 6, 2017 Page 1 of 6

Purpose This document is intended to provide instructions on how to insert a digital signature into a PDF document using your LincPass card. The Financial Operations Services Team (FOST) Electronic Signature Directive requires digital signatures based on public-key infrastructure (PKI) which guarantees signer authenticity, data integrity and non-repudiation of signed documents. A PKI digital signature is created using a LincPass card. The example used for this Job Aid is an employee reimbursement (OF-1164). Process Before digitally signing your form, ensure that your activated LincPass has been inserted into your computer card reader and that you have your LincPass PIN. If you do not know your PIN please contact your LincPass Security Administrator. 1. Open the PDF document to be digitally signed.

2. Click on the Sign button in the upper right hand corner.

3. Click on Place Signature. A window will open

How to Insert a Digital Signature into a PDF Document

Last Updated: January 6, 2017 Page 2 of 6

Steps 4-5 are for users inserting a digital signature for the first time. Other users should proceed to step six.

4. Using the drop down menu, click on Use a certificate.

5. Click Next. A window will open.

How to Insert a Digital Signature into a PDF Document

Last Updated: January 6, 2017 Page 3 of 6

6. Click Drag New Signature Rectangle.

7. Click and drag a rectangle inside document at the desired digital signature location. (Box 10 for Employee, Box 8 for Approving Official.) A window will open.

8. Select your certificate from the drop down box. Your list is based on how many certificates you have on your computer. Select the certificate for your LincPass, format: User Name (Entrust) expiration date (e.g. John Doe (Entrust) 2016.03.28).

How to Insert a Digital Signature into a PDF Document

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9. Click Sign. A window will open.

Adobe Acrobat requires that a document be resaved before inserting a digital signature.

10. Select or type in the location to save your document.

11. Click Save. A window will open.

How to Insert a Digital Signature into a PDF Document

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Step 12 is for users who have logged on to the network using their user ID and password. Users who logged on using their LincPass card should proceed to step thirteen.

12. Enter your LincPass PIN. Click OK.

Your PIN will be validated. Re-enter or check your pin if you receive an error message.

13. Your digital signature will be inserted into your document.

How to Insert a Digital Signature into a PDF Document

Last Updated: January 6, 2017 Page 6 of 6

14. Resave your digitally signed PDF document.

Note that your LincPass digital signature must contain your UPN (User Principal Name,) e.g. 0.9.2342.19200300.100.1.1=12001000004036.

This signature was inserted using the Entrust certificate. This is the acceptable digital signature for payment requests.

This signature was inserted using a certificate other than Entrust. This is not an acceptable digital signature.

Please ensure that your OF 1164 Employee Reimbursement Request PDF document is saved with the following naming convention:

1164-Your FMMI Vendor #-Last month of reimbursable activity-$Amount.

Example: 1164-1200012345-Mar-$75.00 (The month is the latest month of any reimbursement activity claimed.)

The employee reimbursement should now be ready for the Supervisor’s digital signature and then submission to FOST for payment processing. See FOST Job Aids - How to Combine Multiple PDF Documents and Field Submission of Digitally Signed OF 1164 by Email.