Delegation of Authority and Responsibility for Making and Executing University Contracts and Written Agreements (Except Employment Contracts) (A-19)

PURDUE UNIVERSITY
OFFICE OF THE EXECUTIVE VICE PRESIDENT AND TREASURER
MEMORANDUM NO. A-19
(Supersedes Vice President and Treasurer Memorandum A-19, dated July 5, 1972)

March 7, 2000

To: Vice Presidents, Chancellors, Vice Chancellors, Deans, Directors and Heads of Schools, Divisions, Departments, and Offices

Re: Delegation of Authority and Responsibility for Making and Executing University Contracts and Written Agreements (Except Employment Contracts)

Sections of this policy regarding delegation levels have been superseded.  Ref: EVPT memo dtd Nov 2000, BOT Bylaws dtd Nov 2006, EVPBFT memo dtd Aug 2009, and SVPBS memos dtd Jun 2010, Dec 2011 and May 2012.

The following policies are effective immediately and supersede, in whole or in part, any prior inconsistent verbal or written policies of the University including, but not limited to, Executive Vice President and Treasurer Memorandum A-2, dated September 11, 1961, Executive Vice President and Treasurer Memorandum A-5, dated April 28, 1965, Executive Vice President and Treasurer Memorandum A-11, dated March 22, 1968 and Executive Vice President and Treasurer Memorandum A-19, dated July 5, 1972.

In accordance with the Bylaws of the Trustees of Purdue University, the President and the Executive Vice President and Treasurer are authorized to approve and execute contracts and written agreements in the name of Purdue University. They are further authorized to delegate the authority to approve and execute contracts in the name of the University to others. The purpose of this memorandum is to:

• Authorize designated Contracting Officials to approve and execute contracts and written agreements in the name of Purdue University.
• Establish accountability with designated Contracting Officials for the contracting process.
• Establish an on-going process for the further delegation of authority to approve and execute contracts and other written agreements, when appropriate, in the name of the University.

The responsibility for and the authority to approve and execute contracts and other written agreements is delegated as follows:

• The Vice President for Business Services and Assistant Treasurer will have the same authority to approve and execute contracts and other written agreements as the Executive Vice President and Treasurer.
• Escrow and endowment agreements are delegated to the Vice President for Business Services and Assistant Treasurer.
• Banking, brokerage, credit, and other agreements with financial institutions are delegated to the Vice President for Business Services and Assistant Treasurer. This authority is further delegated to the Director of Investments.
• Purchase Orders for the acquisition of commercially available goods and services when the acquisition is appropriately governed by the Uniform Commercial Code and/or the terms and conditions of the University Purchase Order are delegated to the Vice President for Business Services and Assistant Treasurer. This authority is further delegated to the Director, Purchasing Services and Sponsored Program Administration.
• Contracts, licenses, leases and written agreements, other than Purchase Orders, for the sale, acquisition, rental or transfer of materials, services (including research and technical assistance), equipment and real property are delegated to Vice President for Business Services and Assistant Treasurer. This authority is further delegated to the Director, University Contracting Group through the Director, Purchasing Services and Sponsored Program Administration.
• Residence hall and room and board contracts are delegated to the Vice President for Housing and Food Services.

Unless covered by another policy memorandum (i.e. Employment Contracts are delegated as set forth in Executive Memorandum C-10), the authority to approve and execute any agreement not falling within the preceding delegations is retained by the President and the Executive Vice President and Treasurer.

All contracts and written agreements imposing financial obligations on the part of the University shall be approved by the Treasurer or a person duly authorized by the Treasurer prior to execution.

All delegations to execute contracts and written agreements approved and executed under the authority of this policy shall be subject to any dollar constraints and/or any other limitations established by the Executive Vice President and Treasurer.

In addition, all contracts and written agreements shall have the approval of the appropriate University official who represents the organizational unit which has an interest in the contract or agreement.

All contracts and written agreements will conform to general University policies and requirements as prescribed by law or the Board of Trustees of Purdue University.

Copies of all contracts and written agreements shall be filed and retained until the Vice President for Business Services and Assistant Treasurer authorizes destruction in accordance with the University's record retention guidelines.

The authority to approve and execute contracts and written agreements may be further delegated by the designated Contracting Official in accordance with criteria that are established by the Vice President for Business Services and Assistant Treasurer.

The attached document entitled "Common Contracts and Agreements/Authorized Contracting Officials" is provided for guidance. It is not intended to be an exhaustive listing of contract types. If a specific contract does not appear on the attached document, you should contact the Director, University Contracting for guidance. (Internet Explorer users click here to view the "Common Contracts and Agreements Authorized Contracting Officials".)

Questions concerning contracts and other written agreements not falling within the above delegations should be referred to the Vice President for Business Services and Assistant Treasurer.

Kenneth P. Burns
Executive Vice President
and Treasurer

AUTHORIZED AND APPROVED BY:

Steven C. Beering, President
March 7, 2000