Ruth; In Oregon we have a bit of a convoluted process since the State regulations in this area do not really address the nuances of authority to submit grant applications and contract offers (as with many other States, I'm sure). We base the Research Office's request for signature authority on the most closely related process and make our requests for signature authority delegation through the Vice President for Research to the Vice President for Finance and Administration. Here is the Oregon Administrative Rule we follow: 571-040-0240 Designation of Purchasing Agents and Contract Officers (1) The unit administrator shall designate staff authorized to enter into purchasing agreements for the University. Such authorized personnel, referred to as purchasing agents, shall be the only individuals who may procure supplies, equipment, or non-personal/professional services, and are authorized to enter into purchase orders and related purchasing documents. The unit administrator and the Business Affairs Office shall maintain a list, either by name or by title, of those designated, along with a description of the types and amounts of procurement they are authorized to enter into. The unit administrator shall inform the Business Affairs Office either by name or by title, those no longer authorized to be purchasing agents or of any changes in the types and amounts of procurement they are authorized to enter into. (2) The Vice President of Administration shall designate staff authorized to enter into formal agreements or contracts. Such authorized personnel, shall be referred to as contracting officers or their designees. The Vice President for Administration shall keep a list, by name, of those designated, and the types and amounts of agreements and contracts they are authorized to enter into. (3) Purchasing and contracting agreements entered into by individuals not designated as authorized personnel shall be void. Purchasing agents only have authority as addressed in section (1) of this rule, unless they have been specifically authorized as a contracting officer or the authorized designee of a contracting officer, and then only for the specific types and amounts listed. All formal agreements and contracts must be reviewed and signed, prior to commencement of the formal contract or agreement, only by an authorized contracting officer, or their authorized designee. (4) Authorized personnel as set forth in section (1) and (2) shall be responsible for ensuring that the proper procedures, as detailed in OAR 571-040-0243 to 571-040-0390, are followed for all institutional procurements. The University may take appropriate action in response to expenditures or actions authorized contrary to OAR 571-040-0243 to 571-040-0390. Such actions include, but are not limited to, providing educational guidance, imposing disciplinary measures, and/or holding individuals personally liable for such expenditures. Here is a list from our Web site that identifies the personnel in this office authorized to submit applications (both for grants and contracts) execute incoming award documents and sub agreements from awarded grants and contracts. We do not have authority for any other type of procurement actions other than sub agreements. Our web site info is located at: http://orsa.uoregon.edu/index.cfm?topLevCat=proposals&page=Proposals_ins titutional_info Name of the authorizing institutional official: Gary L. Chaffins, Director Office of Research Services and Administration 5219 University of Oregon Eugene, OR 97403-5219 (541) 346-5131 FAX: (541) 346-5138 E-mail: xxxxxx@orsa.uoregon.edu Name of the administrative official to be notified of an award: Lin Reilly, Assistant Director - Contracting Office of Research Services and Administration 5219 University of Oregon Eugene, OR 97403-5219 (541) 346-5131 FAX: (541) 346-5138 E-mail: xxxxxx@orsa.uoregon.edu Other staff approved to sign for the Authorizing Institutional Official on proposals, awards and contracts: * Tammie Bain, Associate Director, Proposal Management * Kent Hardin - Associate Director, Award Management * Lin Reilly, Assistant Director for Contracting * Aedra Reynolds - Senior Sponsored Projects Administrator * Dawn Wagner, Sponsored Projects Administrator * Timothy B. Godsil, Assistant Director for Grant Fiscal Management -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Ruth Tallman Sent: Friday, October 13, 2006 8:37 AM To: xxxxxx@hrinet.org Subject: [RESADM-L] Signature authority Happy Friday! We are in the process of searching for a new Vice Provost for Research and the issue of proposal/grant/contract signing is being discussed. Would the good people of RESADM-L share the protocol that your institutions follow with respect to who is authorized to sign proposals, etc. and if there is a dollar threshold basis to determine who can and can't sign? Ruth Tallman Office of Research and Sponsored Programs Lehigh University xxxxxx@lehigh.edu 610-758-30247 ---------------------------------------------------------------- This message was sent using IMP, the Internet Messaging Program. ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================
