Delegation of Signing Authorities

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					Grant MacEwan University
Policy Manual

Delegation of Signing Authorities                                                         D3700

1.0   POLICY
      Grant MacEwan University will have internal processes and control mechanisms for the
      signing of contracts, authorization of expenditures and other commitments to ensure
      accountability, facilitate operations and maintain institutional integrity.

2.0   RATIONALE/GUIDING PRINCIPLES

      2.1    Purpose
             The purpose of this policy is to define the limits of authority granted to specified
             roles within the University and to establish the maximum obligation that may be
             approved by employees within their respective role.

      2.2    Rationale and Guiding Principles
             2.2.1   The Board of Governors Bylaw B2300 states that “The President/CEO,
                     under the direction of the Board, is responsible and has authority for the
                     leadership, implementation, supervision, direction, and management of the
                     educational and business affairs” of the institution. In fulfilling this
                     responsibility, MacEwan’s President and CEO delegates business and
                     financial authorities to specific positions for approval of defined
                     obligations within specific parameters.
             2.2.2   The following principles guide authorizing activities:
                     2.2.2.1 Assign authority based on MacEwan’s organizational structure.
                     2.2.2.2 Mitigate risk of business, financial and legal exposure.
                     2.2.2.3 Conform to legislation and University policy.
                     2.2.2.4 Establish adequate internal controls and safeguard assets.
                     2.2.2.5 Demonstrate public accountability and good governance.
                     2.2.2.6 Support consistency in operational processes.

3.0   SCOPE AND DEFINITIONS

      3.1    Scope
            This policy applies to all employees incurring business or financial commitments
            on behalf of Grant MacEwan University.




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      3.2    Definitions
            3.2.1. An agreement (or contract) is a legally binding document that provides an
                   exchange of promises or consent by parties to do and/or provide
                   something. The commitments and obligations of each party are defined.
            3.2.2. For purposes of this policy, commitments include, but are not limited to,
                   requisitions and purchase orders, memoranda of understanding, contracts,
                   letters of engagement.
            3.2.3. Contracts for educational services are commitments by MacEwan to
                   provide educational programs and services to individuals and groups
                   (private or public, domestic or international) above and beyond those
                   funded by the regular, conditional and term grants received from Alberta
                   Advanced Education.
            3.2.4. The corporate seal is a device made to emboss or imprint MacEwan
                   information onto documents indicating approval, agreement or validation.
            3.2.5. A delegation is the assignment of authority or responsibility to a position
                   to approve or carry out specific decisions or activities.
            3.2.6. An employee is a person who has an employment contract with MacEwan,
                   works for salary or wages and has a position title.
            3.2.7. Negotiable instruments are specialized types of "contract" for the
                   payment of money that is unconditional and capable of transfer by
                   negotiation.
            3.2.8. A signature is a person’s name written in their own handwriting or
                   electronically produced with approval.

4.0   REGULATIONS
      4.1    Authorities are delegated to a position, not a person.
      4.2   Approval shall be within the scope or specified parameters as outlined in
            Appendix A and B of this policy.
      4.3   Authorities must be undertaken with due diligence and acceptance of
            accountability for authorizations given. Approvals that bind other areas should
            only be made after proper consultation.
      4.4   Approval must be provided via the method specified, including but not limited to
            signature of required documentation or affixing the corporate seal.
      4.5   Delegation of signing authorities is non-transferable and can be exercised only by
            the person in the position except when this person will be out of the office for a
            prolonged period of time, in which case the immediate supervisor has the
            authority to delegate. These authorizations are to be communicated in writing or



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Delegation of Signing Authorities                                                        D3700

             electronically specifying the effective length of time and must be approved and
             signed by the individual who is the delegating authority.
      4.6    Authorizations must be adhered to for all components of any approved budgeted
             initiative.
      4.7    Limits of authority relate to a complete commitment or transaction and the
             commitment may not be sub-divided.
      4.8    An employee shall not approve an agreement that provides personal benefit and
             disclose any possible circumstances where conflict of interest issues may exist.
             Reference should be made to D1205 Conflict of Interest and Commitment policy.
      4.9    Legal counsel shall be consulted prior to signing externally drafted contracts.
      4.10   The president is accountable for executive oversight of this policy.
      4.11   The executive officer responsible for University Services is responsible for this
             policy and the development and implementation of appropriate procedures.
      4.12   Responsibility for compliance with MacEwan policies and procedures extends to
             all members of the MacEwan community. Non-compliance may create risk for
             MacEwan and will be addressed accordingly (see clause 4.5.1 "Respect for the
             law and University governance" of the University's policy D1200 Code of
             Conduct - Employees for additional guidance).




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Delegation of Signing Authorities                                                      D3700

                                           FACT SHEET

Relevant Dates
Approved:                                    2010.06.01
Next Review:                                 2015.06

Source
Modification History:
81.10.22      Policy D3105 approved by Board Motion 14-5-81/82. Replaces Signing
              Authority 6.2 approved 29-1-77/78.
87.11.24      Editorial revisions approved by Executive Officers’ Committee.
90.03.15      Procedure 1.0 approved by Board Motion 12-11-89/90.
94.03.10      Approved revisions by Board Motion 4-08-93/94.
95.10.19      Approved the amendments by Board Motion 4-10-95/96.
96.06.20      Approved by Board Motion 3-6-20-95/96. During the search for a new President,
              the Board of Governors approved the addition of signing authorities of the Acting
              President in lieu of the President and Acting Vice Presidents or Acting Chief
              Information Officer in lieu of the Vice Presidents or Chief Information Officer.
              Such provisions will be terminated on the arrival of the new President.
97.12.11      Approved revisions by Board Motion 6-12-11-97/98.
2000.06.15    Approved revisions by Board Motion 02-06-15-99/00
2001.11.06    Editorial revisions approved by the Executive Committee.
2003.02.01    Titles and format updated – “Executive Director, University Advancement”
              changed to “Executive Director, Academic Affairs”, “Director of Financial
              Services” changed to “Chief Financial Officer”.
2003.12.18    Approved revisions by Board Motion 01-12-18-2003/04
2007.12.18    Revisions approved by Executive Committee to sections 2.1 and 2.5.
2009.09.15    Revisions approved by Executive Committee to sections 2.1.
2009.10.08    Terminology updated to reflect name change to Grant MacEwan University.
              Approved by Board motion 01-10-8-2009/10
2009.12.10    Revisions approved by Board motion 01-12-10-2009/10.
2010.01.12    Revisions approved by Executive Committee.
2010.04.09    Revision approved by Executive Committee 2010.04.09.
2010.06.01    Revision approved by Executive Committee 2010.06.01.

References and Acknowledgements:
   • Alberta Post-Secondary Learning Act, Statutes of Alberta, 2003

Accountability
Office of Accountability:                    President & Chief Executive Officer
Office of Administrative Responsibility:     Vice President, University Services
Approved By:                                 Board of Governors



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Delegation of Signing Authorities                                                D3700

Contact Area:                           University Services
Authority:                              Board of Governors Bylaws B2300
Related and Associated Matters
Associated Regulations & Procedures:
Related Policies: D3000 Financial Management; D1205 Conflict of Interest and Commitment;
D4000 Procurement




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Delegation of Signing Authorities                   D3700

Appendix A – Financial Matters
Appendix B – Banking and Business Process Matters




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Delegation of Signing Authorities                                                            D3700

                                  APPENDIX A – Financial Matters

1.0     Purchase of Goods and Services
        1.1     This section refers to all commitments and transactions related to the expenditure
                for goods and services made in accordance with policy D4000 Procurement, and
                any transactions related to the adjustment of revenues in accordance with policy
                D3020 Accounts Receivable.
        1.2     Within approved MacEwan budgets, the level of signing authority required is as
                follows:
             Expenditure Level                             Authorizing Signatures
         Up to $5,000                       Designated Full-time Chairs, full-time managers for
                                            Administrative Support, full-time managers under MSA.
         Up to $25,000                      Administrators1
         Up to $100,000                     Officers (Deans, Associate Deans, Assistant Deans,
                                            Directors, Associate Directors, or Associate Vice
                                            Presidents2)
         Up to $250,000                     Executive Officers3
         Up to $500,000                     Vice President Student Services or Vice President,
                                            University Services
         Up to $1,000,000                   President or Executive Vice President Academic and
                                            Provost
         Up to $5,000,000                   Budget Committee, recorded in minutes and evidenced
                                            by signature of the chair
         Over $5,000,000                    Audit and Finance Committee of the Board and reported
                                            to the Board.
        1.3     Items over $250,000 not approved as a part of the University budget are to be
                approved by the Budget Committee and reported to the Audit and Finance
                Committee.
2.0     Contracts for Educational Services
        2.1     All contracts for educational services for international projects must be co-signed
                by the officer responsible for international education.




1
  As defined in D1030 Employment Policy for Administrators
2
  As defined in D1040 Employment Policy for Officers
3
  As defined in D1050 Employment Policy for Executive Officers


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Delegation of Signing Authorities                                                                         D3700

3.0     Contracts with Non-Governmental Agencies
        3.1      Any contract with a non-governmental agency which presents an accounts
                 receivable exposure with that agency in excess of $250,000 must be approved by
                 the President.
4.0     Negotiable Instruments
        4.1      Negotiable instruments require two signatures.
        4.2      Negotiable instruments with the exception of payroll remittance (see 4.0) will be
                 signed by one of any of the positions noted in the list below, with the second
                 signature applied according to the following limits (with exceptions noted in 4.3).

              Expenditure Level                               Authorizing Signatures
          Up to $10,000                        Controllers or Managers Financial Services 4plus the
                                               President stamp and/or another authorized signature.
          Up to $100,000                       CFO & Associate Vice President, University Services,
                                               Associate Director, Director Financial Services or
                                               Director of Budgets and Resource Planning
          Up to $250,000                       Executive Officers
          Up to $500,000                       Vice President, Student Services or
                                               Vice President, University Services
          Unlimited                            President or Executive Vice President, Academic


        4.3      Exceptions to the above limits are:
                 4.3.1    Short term investment transfers from one MacEwan bank account to
                          another MacEwan account may be signed by any of the positions noted in
                          1.2 (except the President) with the second signature (President) applied
                          with the President signature stamp.
                 4.3.2    Payroll remittances payable (e.g. Canada Revenue Agency) may be signed
                          by the Director, Human Resources or CFO & Associate VP University
                          Services with the second signature applied by any of the positions noted in
                          1.2 (including the President’s signature stamp).
                 4.3.3    The Chairman of the Board of Governors or a Board Member of the Audit
                          and Finance Committee may act as an alternate for anyone listed in 1.2.
                 4.3.4    Signing authority may be delegated to one level below but may only be
                          delegated to those positions described in 1.2.



4
 With the exception of the Manager, General Accounting & Accounts Payable and the Manager, Accounts
Receivable. This exception applies anywhere the title “Managers, Financial Services” is used throughout this policy


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Delegation of Signing Authorities                                                         D3700

                  APPENDIX B - Banking and Business Process Matters
1.0   Banking
                Authorized to:                                   Position
       Open and close bank accounts.       Vice President, University Services
       Initiate transfers between              • Vice President, University Services,
       MacEwan bank accounts                   • CFO & Associate Vice President, University
       regardless of dollar value.                Services,
                                               • Director or Associate Director, Financial
                                                  Services, or Controllers or Managers
                                                  Financial Services (except Managers of
                                                  General Accounting and Accounts Payable,
                                                  and Manager, Accounts Receivable).
                                               • President’s signature stamp may be applied.
       Transfer short term                 Two signatures required, with the first being any one
       investments between                 of:
       MacEwan accounts.                       • Executive Vice President, Academic and
                                                  Provost;
                                               • Vice President, University Services;
                                               • Vice President, Student Services;
                                               • Executive Officers,
                                               • Associate Vice Presidents,
                                               • Director or Associate Director, Financial
                                                  Services;
                                               • Controllers, or Managers, Financial Services
                                                  (except Managers of General Accounting and
                                                  Accounts Payable, and Manager, Accounts
                                                  Receivable).
                                           The second signature is the President applied with a
                                           signature stamp.
       Enter into any credit facility or   Vice President, University Services
       borrowing arrangement (e.g.
       credit card).
       Enter into any guarantees or        Board Chair and Vice President, University Services
       letter of credits.
       Communicate with the bank on        Director or Associate Director, Financial Services,
       banking administrative              and Controllers or Managers, Financial Services.
       procedures, such as stop
       payment orders or cash orders.
       Possess passwords or “bank          Vice President, University Services. This
       cards” required for electronic      responsibility may be delegated to the Director or
       payments.                           Associate Director, and Managers Financial Services.



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Delegation of Signing Authorities                                                        D3700

2.0   Gaming Authority
                  Authorized to:                                    Position
       Undertake matters relating to the Alberta   Vice President, University Services or
       Gaming and Liquor Commission.               delegate

3.0   Payroll
           Authorized to:                                   Position
       Sign payroll                  •   Two signatures required, with the first being Director
       remittances payable               of Human Resources, Vice President University
                                         Services or CFO Associate VP University Services,
                                         and the second signature being one of;
                                     •   President,
                                     •   Executive Vice President, Academic and Provost;
                                     •   Vice President, University Services;
                                     •   Vice President, Student Services;
                                     •   Executive Officers,
                                     •   Director or Associate Director, Financial Services;
                                     •   Controllers, or Managers, Financial Services (except
                                         Managers of General Accounting and Accounts
                                         Payable, and Manager, Accounts Receivable).

4.0   Corporate Seal
      4.1    The corporate seal of the University shall be affixed as required to attest to the
             legal validity of documents requiring execution.
      4.2    Any contract, document or instrument in writing requiring execution under
             corporate seal on behalf of the Board may be signed by the Chair, Vice Chair or
             Acting Chair and the President; or one of these officers and one of the following
             in accordance with established policy:
             4.2.1   the Vice President, University Services;
             4.2.2   the Registrar for the sole use of affixing it when required to attest to the
                     legality of such items under said authority; specifically on Ministry
                     approved credentials and on official transcripts; and
             4.2.3   any such officer or officers or other person in such manner as the Board
                     may from time to time designate by resolution.




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