Signature Authority

End users within departments and schools typically do NOT have the authority to sign ANY contracts or agreements with third parties in the name of the University or one of its departments/schools. If a contract or agreement from an outside party for a particular purchase needs to be signed by the University, the department/school MUST send the document or agreement to either Purchasing Resource Services or the Office of General Counsel for review. Once the contract or agreement is approved, only the following officers can sign on behalf of the University (unless the officer has expressly delegated his or her signature authority in writing to another University employee):

• President
• Provost
• Senior Vice President or Vice President

If an end user is unaware of the individuals in their department or school that are authorized to sign documents and agreements with outside parties, the end user can contact the Office of General Counsel for assistance.

To summarize, the Office of General Counsel must review and approve any terms and conditions that are different from the standard terms and conditions of the University. In addition, Risk Management must review and approve any exceptions to the standard insurance requirements of the University. Current versions of the Purchase Order terms and Insurance requirements are included on the Purchasing Resource Services website under ‘Bid Process’.

Approvals (System)

Purchase Orders All purchases of goods or services from outside vendors are to be processed through the University’s financial system and are to be preceded by the issuance of a purchase order to the vendor. Most purchase orders are considered a contractual agreement for the one time delivery of a product or service, and the relationship ends upon completion of the transaction. The University purchase order is a legal document containing terms and conditions specifying protections for the University, such as limits of liability and payment terms, and includes the signature of the Director of Purchasing. Purchase orders are generated after all electronic approvals by authorized individuals are obtained in the University’s financial system. In addition to internal department/school approvals, the following additional system approvals may be required:

• Sponsored Projects - Accounting Services for Research and Sponsored Projects (ASRSP) – Level 4
• Purchase Orders of $25,000 or more – Level 5
• Hazardous Materials purchases - Office of Research Safety

In addition, for all purchases of $25,000 or more, either the Sole Source Justification Form or the Bid Documentation Form must be filled out and sent to Purchase Order Processing Services before the purchase order will be accepted in the University’s financial system (CUFS).

• Sole Source Justification Forms for purchases of $25,000 or more will be reviewed by Purchasing Resource Services.
• Bid Documentation Forms for purchases of $100,000 or more (when bids were solicited by a department/school) will be reviewed by Purchasing Resource Services.