UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL
TITLE: FUNCTIONS OF RESPONSIBLE POLICY: VII.R.2x
ADMINISTRATIVE OFFICES
Each designated administrative officer is responsible for:
Coordinating all special reviews required for the type of
contract being processed,
Ensuring that the contract is in accordance with all
University Policies and Procedures,
Signing of the original agreement(s) for The Rector and
Visitors of the University of Virginia within the limitations
of delegated signatory authority,
Assigning an appropriate control number,
Maintaining a central file of original executed contracts.
ONLY AUTHORIZED SIGNATORIES, APPROVED IN WRITING BY THE ASSISTANT
VICE PRESIDENT FOR FINANCE AND UNIVERSITY COMPTROLLER, CAN COMMIT
THE UNIVERSITY IN A CONTRACT.
See also Procedure 7-70, "Preparation of Contract Approval Sheet."
The following administrative offices are responsible for the
contracts described on pages 7.18.2.2 through 7.18.2.17:
Department Page
Department of Accounting Operations, 7.18.2.2
Office of Afro-American Cultural Center, 7.18.2.3
Office of Assistant VP for Finance and Univ Comptroller 7.18.2.4
Athletic Department, 7.18.2.5
Division of Continuing Education, 7.18.2.6
Office of the Dean of Students, 7.18.2.7
Department of Purchasing and Materials Services, 7.18.2.8
Department of Human Resources, 7.18.2.9
Department of Facilities Management, 7.18.2.10
Vice President and Provost 7.18.2.11
Office of Sponsored Programs, 7.18.2.12
University Treasurer's Office, 7.18.2.13
University of Virginia Medical Center, 7.18.2.14
Clemons Library, 7.18.2.15
Office of Risk Management 7.18.2.16
Housing Division 7.18.2.17
Dean of Medicine 7.18.2.18
Accounting Operations, Department of
Type of Contract:
Agreement for salary reduction,
Moving and relocation agreements.
Authorized Signatory:
Agreement for salary reduction;
Assistant Comptroller for Accounting Operations,
Director of Payroll,
Payroll Premium Supervisor.
Moving and relocation agreements;
Assistant Comptroller for Accounting Operations
(for local funds, agencies 207 and 246)
Control Number:
Contract Control Number (C-849)
Alternate signatory for the Assistant Vice President for Finance
and University Comptroller
Afro-American Cultural Center, Office of
Type of Contract:
Entertainment, cultural, and lecture services for less than
$1,000.
Authorized Signatory:
Dean, Afro-American Affairs
Control Number:
Purchase Order Number
Assistant Vice President for Finance and University Comptroller,
Office of
Type of Contract:
Educational service agreements,
Investment agreements,
All other non-procurement contracts.
Authorized Signatory:
Assistant Vice President for Finance and University
Comptroller
Assistant Comptroller for Acccouting Operations
Director, Office of Sponsored Programs
Control Number:
Contract Control Number
Athletic Department
Type of Contract:
Athletic team contracts with opposing teams,
Rental agreements for use of University Hall less than
$100,000,
Trademark licensing agreements,
Athletic facility cleanup agreements.
Authorized Signatory:
Athletic Director
Associate Athletic Director- Business
Associate Athletic Director- Director of Licensing
Control Number:
Contract Control Number
Continuing Education, Division of
Type of Contract:
Contracts less than $10,000:
Revenue Contracts,
Educational and Public Service Programs
Authorized Signatory:
Dean, Continuing Education (leases and consulting agreements)
Director of Budget and Finance
Control Number:
Contract Control Number
Office of the Dean of Students
Type of Contract:
Area Contracts
University Union Entertainment Contracts:
Crosswinds, DJ,
Fine Arts Presentations,
PK German (major concerts),
Speaker's Contracts,
Pavilion XI Contracts,
Cinematheque Film (movies),
Small Act Contracts,
Fourth Year Class.
Resident Life Entertainment,
Movies,
Spinning Records Services.
Authorized Signatory:
University Union Program Agreements;
Program Coordinator for the University Union on contracts
less than $10,000
Resident Life Program Agreements;
Associate and Assistant Dean of Students for contracts less
than $1,000
Control Number:
Contract Control Number
Purchasing and Materials Services, Department of
Type of Contract:
Goods
Non-academic services
Lease or lease/purchase of equipment
Installment purchase of equipment
Maintenance agreements
Non-academic consulting agreements (including but not limited
to accounting, law, optometry, and medicine)
License agreements
Entertainment agreements
Printing agreements
Royalty agreements
Authorized Signatory:
Chief Contracting Officer on contracts equal to or less than
the limits stated below.
Director of Purchasing and Material Services for standard
contracts under $100,000.
Assistant Vice President for Finance on contracts greater than
the limits stated below.
The following contracts must be approved by The Board of
Visitors;
Contracts for goods exceeding $2,000,000 in any one year
or $5,000,000 over the term of the contract.
Contracts for services exceeding $1,000,000 in any one
year or $2,500,000 over the term of the contract.
Control Number: Purchase Order Number
Human Resources, Department of
Type of Contract:
Employment agreements for salaried personnel
Authorized Signatory:
Assistant Vice President for Finance (interim signatory)
Facilities Management, Department of
Type of Contract:
Agreements for professional architectural, engineering, and
landscape architectural services less than $250,000
Capital or noncapital outlay construction projects
less than $250,000
Non-academic consulting agreements (for architectural,
landscape architectural, and professional engineering)
Real property leases and renewals
Real property purchase agreements
Real property gifts
Authorized Signatory:
Space and Real Estate Manager
Chief Facilities Officer
Assistant Vice President for Finance (over the specified dollar
limits)
Control Number:
Contract Control Number
Vice President and Provost
Type of Contract:
Academic Program Agreements
Sponsored Program Agreements
Authorized Signatory:
Vice President and Provost
Control Number:
Contract Control Number
Sponsored Programs, Office of
Type of Contract:
Sponsored program agreements
Authorized Signatory:
Director of Sponsored Programs
Assistant Director of Sponsored Programs
Control Number:
Contract Control Number (Principal Investigator's Name and
ledger five account number)
Treasurer's Office
Type of Contract:
Repurchase agreements
Authorized Signatory:
Assistant Vice President and University Treasurer
University of Virginia Medical Center
Type of Contract:
Office of Executive Director:
Agreements with third party reimbursers for hospital
services,
Certificates of need with government agencies,
Agreements with other medical centers to establish
educational or service relationships, e.g., residency
programs,
Agreements with the Health Services Foundation for health
care services (not to include sponsored program grants or
contracts).
Moving and relocation agreements
Associate Vice President for Health Sciences Center:
Certificate of Public Need (COPN) Applications (for new or
renovated buildings)
Authorized Signatory:
Moving and Relocation Agreements:
Director of Finance
(Agency 209 only)
Certificate of Public Need:
Associate Vice President for Health Sciences
All other types:
Executive Director, University of Virginia Medical Center
Control Number:
Contract Control Number
Clemons Library
Type of Contract:
Copyright agreements
Procurement of audiovisual materials
Associated contracts for Alderman Library
Authorized Signatory:
Director of Clemons Library on contracts $1,000 or less,
Chief Contracting Officer on contracts over $1,000.
Control Number:
Library Purchase Order Number
Risk and Insurance Management, Office of
Type of Contract:
Insurance Related Matters (claim settlements, interrogative
responses, underwriting forms)
Tort Claims (up to $5,000)
Architectural and Engineering liability insurance coverage
Authorized Signatory:
Chief Contracting Officer
Control Number:
Contract Control Number
Housing Division
Type of Contract:
Conference Services Contracts
Authorized Signatory:
Associated Housing Director, Conference Services for contracts
less than $100,000
Assistant Vice President for Finance and University
Comptroller for contracts $100,000 and greater
Control Number:
Contract Control Number
School of Medicine
Type of Contract:
Clinician's Schedule of Compensation
Authorized Signatory:
Dean, School of Medicine
Control Number:
Contract Control Number
ISSUED BY: 03/25/94
Assistant VP for Finance and
University Comptroller 7.18.2.1