Number: ADMIN 150
Effective: April 3, 2018
Department: Finance and Business
Last Revision: January 1, 2020

Purpose

This policy provides for oversight and responsible stewardship of the resources of the College.

Scope

This policy applies to all contracts or other written documents that obligate the College financially, legally or in its operations.

Definition

Electronic signature An electronic "sound, symbol, or process" attached to a contract or other record which was executed or adopted by a person with the intent to sign such contract or record.

Signature Authority The legal right to execute contracts and other written instruments in the name of and on behalf of the College and to bind the College to an obligation or promise.

Responsibility:

President of College and Administration

Policy:

This policy controls the delegation of signatory authority in regards to College documents. It authorizes the employees who may legally bind the College or obligate resources of the College. It further provides authority to designate temporary signature authority to facilitate efficiency and productivity in College administration. The Board of Trustees has delegated signature authority to the President of the College and to the College Officers the President may designate.

Guidelines:               

For audit purposes, agreements entered into or purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the agreement or purchase process was initiated. Agreements or purchases made after the latest revision date of this policy are subject to this policy as amended.

The following chart provides signing authority as to the primary party authorized to sign contracts and written instruments for the college and the party that will act as secondary for signatures. The President of the college can act as a secondary for all documents if both the primary and secondary signatories are unavailable.

 Signature Authorization Chart

Form or Document

Signature Authority

Secondary Signature Authority

Audit Management Letter

Vice President of Finance & Administration

Comptroller

Real Property Purchases & Leases

President upon approval of Board of Trustees

Vice President of Operations

Budget-State

President

Vice President of Finance & Administration

Budget-Operating

Board of Trustees

 

Multi-year Contracts over $1,500,000

Board of Trustees

 

Contracts, Agreements & MOU’s under $10,000

Department Vice President or Provost

Vice President of Finance & Administration

Contracts, Agreements & Operating Leases over $10,000

Vice President of Finance & Administration or Executive Vice President of Operations

President

Purchase Order Requests - $2,001 to $4,999.99

Department Budget Manager and Executive Operations Team Member or Dean

Department Vice President or Provost

Purchase Order Requests - $5,000 to $9,999.99

Department Vice President or Provost

Vice President of Finance & Administration

Purchase Order Requests- $10,000 and over

Vice President of Finance & Administration or President

Comptroller or Executive Vice President of Instruction & Student Affairs

Purchase Order Requests - $25,000 and over

Vice President of Finance & Administration or Executive Vice President of Operations and President

Executive Vice President of Operations

Employee Position Control

Vice President of Finance & Administration

Comptroller

Disposal/Transfer College Property under $5,000

Department Executive Team Member

Department Budget Manager

Disposal/Transfer College Property- $5,000 to $24,999.99

Department Vice President or Provost

Comptroller

Disposal/Transfer of College Property $25,000 to $99,999.99 Vice President of Finance & Administration Comptroller
Disposal/Transfer of College Property $100,000 and over President upon approval of Board of Trustees Executive Vice President of Operations

College Sponsored Event under $2,000

Department Budget Manager

Department Executive Operations Team Member

College Sponsored Event $2,000 to $5,000

Department Executive Operations Team Member

Department Vice President or Provost

College Sponsored Event $5,000 or over

Department Vice President or Provost

President

Grant Paperwork-Applications, Contracts & Financial Reports

Vice President of Finance & Administration

 Comptroller

All grant paperwork other than contracts & financial reports

Designated PI for Grant

Department Executive Operations Team Member

Purchase Card

Department Budget Manager

Associate Controller

Travel Domestic under $2,000

Department Budget Manager

Department Executive Operations Team Member

Travel Domestic over $2,000

Department Executive Operations Team Member

Department Vice President or Provost

Travel International

President

 

 

Facilities Signature Authorization Chart

Form or Document

Signature Authority

Secondary Signature Authority

Vehicle Use

Manager II, General Maintenance

Executive Director, Facilities, Planning & Management

 

Instruction Signature Authorization Chart

Form or Contract

Signature Authority

Secondary Signature Authority

Accreditation

Provost

President

Faculty Employment Contract

President

Provost

College Scholarships

Director of Financial Aid

Assistant Vice President Enrollment and Student Services

 

Electronic Signatures

Electronic signatures apply to transactions between parties, where each has agreed to conduct a transaction by electronic means. Whether the parties agree to conduct a transaction by electronic means is determined from the context and surrounding circumstances, including the parties' conduct. The college will accept electronic signature as an enforceable record. Electronic signatures may only be made by a college official with signature authorization.