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Policy: VII.R.2 |
Issued: March 25, 1994 |
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Owner: University Comptroller |
Latest Revision: March 8, 2000 |
FUNCTIONS OF ADMINISTRATIVE OFFICES RESPONSIBLE
FOR EXECUTING CONTRACTS
This policy describes the general guidelines for executing contracts in the name of the University.
2.0 Policy [Top]
Each designated administrative officer is responsible for:
ONLY AUTHORIZED SIGNATORIES, APPROVED IN WRITING BY THE 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 below:
Athletic Department
Clemons Library
University Comptroller
School of Continuing and Professional Studies
Office of the Dean of Students
Luther P. Jackson Cultural Center
Department of Facilities Management
Housing Division
Department of Human Resources
University of Virginia Medical Center
Dean of Medicine
Vice President and Provost
Department of Procurement Services
Office of Risk Management
Office of Sponsored Programs
University Treasurer's Office
- 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
- 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,
- Director, Procurement Services on contracts over $1,000.
- Control Number:
- Library Purchase Order Number
- Type of Contract:
- Educational service agreements,
- Investment agreements,
- All other non-procurement contracts.
- Authorized Signatory:
- University Comptroller
- Associate Comptroller, Accounting Operations
- Director, Office of Sponsored Programs
- Control Number:
- Contract Control Number
School of Continuing and Professional Studies
- Type of Contract:
- Contracts less than $10,000:
- Revenue Contracts,
- Educational and Public Service Programs
- Authorized Signatory:
- Dean (leases and consulting agreements)
- Director of Budget
- Control Number:
- Contract Control Number
Office of the Dean of Students
- Type of Contract:
- 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
Luther P. Jackson 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
Department of Facilities Management
- 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
- Control Number:
- Contract Control Number
- Type of Contract:
- Conference Services Contracts
- Authorized Signatory:
- Associated Housing Director, Conference Services for contracts less than $100,000
- University Comptroller for contracts $100,000 and greater
- Control Number:
- Contract Control Number
- Type of Contract:
- Employment agreements for salaried personnel
- Agreement for salary reduction
- Authorized Signatory:
- Chief Human Resource Officer
- Director of Payroll
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
- Type of Contract:
- Clinician's Schedule of Compensation
- Authorized Signatory:
- Dean, School of Medicine
- Control Number:
- Contract Control Number
- Type of Contract:
- Academic Program Agreements
- Sponsored Program Agreements
- Authorized Signatory:
- Vice President and Provost
- Control Number:
- Contract Control Number
Department of Procurement Services
- 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
- Moving and relocation agreements
- Authorized Signatory:
- Director, Procurement Services
- Standard contracts under $100,000
- Moving and relocation agreements (for local funds, agencies 207 and 246)
- Contracts equal to or less than the limits stated below
- University Comptroller
- 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
- 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:
- Director, Risk Management
- Director, Procurement Services
- Control Number:
- Contract Control Number
- 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)
- Type of Contract:
- Repurchase agreements
- Authorized Signatory:
- President, University of Virginia Investment Management Company
3.0 Definitions [Top]
4.0 References [Top]
5.0 Approvals and Revisions [Top]
Previous version in effect from 3/25/94 to 3/8/00 available in policy archive.