**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      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