Signing / Approval Authority Registry Page 1 of 18 Governance Signing Authority / Approval Authority Registry This registry complements GOV-010-005, Approval Authorities and Execution of Documents, and is intended to clarify expenditure approval limits by Department / Approving Authority. This registry is approved by the Board of Governors and sets out the details of (i) each type of Commitment or Agreement, (ii) the Approving Authority for such Commitment or Agreement, (iii) the Employee who may execute such Agreement (once it has been Approved), and (iv) the Department responsible for such Agreement. The Employee authorized under the Approval Registry to execute an agreement is responsible for ensuring that it is properly executed, including any necessary requirements for witness, application of the University seal, dual signature, etc., and that the University receives and retains a fully executed copy of the agreement. This Employee must have received the approval of the Approving Authority prior to executing the agreement. Electronic/email approval is acceptable. An underlying principle of the signing authority registry is that one-up approval is required for all purchasing card (p-card) purchases, personal reimbursement claims, and payment made by the University on an employee’s behalf (i.e. travel, professional dues, etc.). Commitments and agreements requiring two signatures must be signed by two unique individuals; the same person cannot sign on behalf of more than one Employee. An “Acting” appointment temporarily assumes the signing authorities of the position appointed to unless otherwise restricted by the appointing authority (typically the next higher level within the organizational hierarchy). Within this document, the following formal titles have been abbreviated: Associate Vice-President Provost and Vice-President Academic Vice-President Administration Vice-President Research AVP Provost VP Administration VP Research Executive Director, University Governance and University Secretary University Secretary University Advancement and Communications UAC Human Resources HR Financial Services FS Facilities Management FM Information Services IS
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Signing / Approval Authority Registry Page 1 of 18
Governance
Signing Authority / Approval Authority Registry
This registry complements GOV-010-005, Approval Authorities and Execution of Documents,
and is intended to clarify expenditure approval limits by Department / Approving Authority.
This registry is approved by the Board of Governors and sets out the details of (i) each type
of Commitment or Agreement, (ii) the Approving Authority for such Commitment or
Agreement, (iii) the Employee who may execute such Agreement (once it has been
Approved), and (iv) the Department responsible for such Agreement.
The Employee authorized under the Approval Registry to execute an agreement is
responsible for ensuring that it is properly executed, including any necessary requirements
for witness, application of the University seal, dual signature, etc., and that the University
receives and retains a fully executed copy of the agreement. This Employee must have
received the approval of the Approving Authority prior to executing the agreement.
Electronic/email approval is acceptable.
An underlying principle of the signing authority registry is that one-up approval is required
for all purchasing card (p-card) purchases, personal reimbursement claims, and payment
made by the University on an employee’s behalf (i.e. travel, professional dues, etc.).
Commitments and agreements requiring two signatures must be signed by two unique
individuals; the same person cannot sign on behalf of more than one Employee.
An “Acting” appointment temporarily assumes the signing authorities of the position
appointed to unless otherwise restricted by the appointing authority (typically the next
higher level within the organizational hierarchy).
Within this document, the following formal titles have been abbreviated:
Associate Vice-President
Provost and Vice-President Academic
Vice-President Administration
Vice-President Research
AVP
Provost
VP Administration
VP Research
Executive Director, University Governance and University Secretary University Secretary
University Advancement and Communications UAC
Human Resources HR
Financial Services FS
Facilities Management FM
Information Services IS
Signing / Approval Authority Registry Page 2 of 18
Signing Authority /Approval Authority Registry
Table of Contents Purchase, Acquisition, Sale or Lease of Land; Mineral Rights; Building Leases .......................................... 3
Capital Projects (Building Construction, Alteration and Maintenance) ....................................................... 4
Banking and Borrowing ................................................................................................................................. 5
Information Services ................................................................................................................................... 17
Professional Services ................................................................................................................................... 17
Signing / Approval Authority Registry Page 3 of 18
1. Purchase, Acquisition, Sale or Lease of Land; Mineral Rights; Building Leases
Agreement /
Commitment
Description
Approval Authority committing the University
Execution Authority Signatory
Department
Responsible
Sale or exchange of
land Act-5(1)(b)
Board of Governors VP Administration Facilities
Management
Acquire land by gift
or purchase*
<$100 000 Act-5(1)(d)
President VP Administration Facilities
Management
Acquire land by gift
or purchase*
>$100,000 and
≤$500,000 Act-67
Board of Governors
and Minister
VP Administration Facilities
Management
Acquire land by gift
or purchase*
>$500,000 Act-67.1
Board of Governors
and Lieutenant
Governor in Council
VP Administration Facilities
Management
Lease land to
another party <21 years Act-5(1)(b)
Board of Governors
VP Administration
Facilities
Management
Lease land to
another party
≥21 years and <99
years Act-5(1)(b)
Board of Governors
and Minister VP Administration Facilities
Management
Mineral Rights Board of Governors VP Administration Financial Services
*In the case of gift acquisition, limits refer to the appraised value of the land
Signing / Approval Authority Registry Page 4 of 18
Building (Space) Leases:
Expenditure limits reflect approvals required based on the total value for duration of lease;
The same expenditure limits and approvals apply to space leased for university use, and to
space leased by the university to external users
New < $100,000 VP Administration AVP FM Facilities
Management
New ≥ $100,000 President VP Administration Facilities
Management
Renewal VP Administration AVP FM Facilities
Management
2. Capital Projects (Building Construction, Alteration and Maintenance)
The approval of projects for the construction of new buildings and additions, alterations,
maintenance of, or renovations to existing buildings as well as to site services and
landscaping, is part of the Board-approved operating and preventative maintenance and
renewal (PMR) budgets. New projects outside the normal budget process and additional
PMR projects require approval as outlined below. Approval authority is based on the total
project cost (i.e. an approved new project valued at $200,000 followed by a $60,000
change order would require new Board-level approval as the total project value would be
$260,000).
Agreement /
Commitment Description
Approval Authority committing the University
Execution
Authority Signatory
Department
Responsible
New Projects ≤$100,000
AVP FM Project Manager Facilities Management
New Projects
>$100,000 ≤$250,000
President Project Manager Facilities
Management
New Projects >$250,000
Board of Governors* Project Manager Facilities Management
*In this case, a copy of the related board decision item and verification of approval from the board minutes must
accompany the Capital Approval Form.
The total project value must be approved by the approval authority, however ongoing documents (i.e. contract
documents for approved projects) will be approved and executed by the Project Manager. The Project Manager will
have the authority of “Financial Manager” as outlined in Section 12 – Accounts Payable Signing Authority.
Signing / Approval Authority Registry Page 5 of 18
Utilities Contracts
≤$100,000
FM Director FM Budget Manager Facilities Management
Utilities Contracts
>$100,000
VP Administration AVP FM Facilities
Management
Commodity Swap
Agreements
AVP FM AVP Finance Facilities
Management
3. Banking and Borrowing
Agreement /
Commitment Description
Approval
Authority committing the University
Execution
Authority Signatory
Department
Responsible
Investments/ Trust
Funds Act-6 GOV-090-040
Board of Governors Board of Governors
or VP Administration
or AVP Finance
Financial Services
Guarantees Act-72
Lieutenant Governor
in Council Minister of Finance Financial Services
*Banking Contracts
(e.g. credit card
agreements)
Board of Governors VP Administration or
Provost Financial Services
*Banking Resolutions Board of Governors VP Administration or
Signing / Approval Authority Registry Page 15 of 18
Student Award
Terms of Reference
Undergraduate**
AVP UAC Dean of Faculty Associated
Student Awards and Financial Aid (SAFA)
Student Award
Terms of Reference Graduate**
AVP UAC Dean of Graduate
Studies and/or Dean of Faculty Associated
Faculty of Graduate
Studies and Research (FGSR)
Special Project Fund
Creation
AVP Finance Financial Analyst,
Research & Special Projects
Financial Services
Financial Reports
under the terms and
conditions of Grants and Contracts
AVP Finance Financial Analyst,
Research & Special
Projects
Financial Services
*This differentiates a Faculty setting up a Scholarship from its internal funds versus a Scholarship funded by an external donor **Three-step process: 1) University Advancement and Communications does the gift agreement, regardless of internal or external donor, 2) University Advancement and Communications works with SAFA to develop the Terms of Reference, at which point 3) SAFA administers the award
10. Research Grants/ Research Contracts
For research grants/contracts that are non-precedent setting, signing officers
designated below may sign all accessory documents and perform all acts imposed
upon or permitted to the University, in virtue of the research agreement and such
accessory documents. For multi-year contracts – if the agreement value, pro-rated
on an annual basis, is within the approval limits – signing authority applies.
Agreement /
Commitment Description
Approval Authority committing the University
Execution
Authority Signatory
Department
Responsible
Contracts/ contribution agreements/ grant applications/ proposals:
≤$100,000
*Director, Research Office
*Director, Research
Office or AVP
Research
Research Office
>$100,000 and ≤$500,000
VP Research
VP Research or AVP Research
Research Office
>$500,000 and ≤ $25M
President
VP Research and President
Research Office
>$25M Board of Governors President Research Office
Incorporation,
acquisition of
subsidiary,
acquisition of
majority shares in a
Board of Governors President VP Administration
Signing / Approval Authority Registry Page 16 of 18
corporation, or
dissolution of a
corporation
GOV-010-015
Research Accounts Administration
VP Research Director, Research
Office and AVP Finance
Research Office and
Financial Services
Research Fund Creation
VP Research Director, Research Office
Research Office and Financial Services
Initiation of
Expenditures within a Research FOAPAL
Fund Manager See Tri-Agency
Delegated Signing Authority
Fund Manager’s
Academic Faculty or Department
*In the absence of both the Director, Research Office, and the AVP Research, the VP Research retains the authority to execute documents.