Signing Authority
Contracts Professional Services and Educational Services
The following persons are hereby appointed as signing officers of the University for the purpose of this authorization and are authorized to enter into and execute contracts on behalf of the University relating to the provision of professional and/or educational services for or by the University, subject to the Universitys Purchasing Policy, regulations, processes and procedures.
1. For any single transaction not exceeding $2,000,000, the signing officers shall be any one of the:
President
Vice-Presidents(excluding the Vice-President, Administration and Finance)
And any one of the:
Vice-President,
Administration and Finance
Associate Vice-President, Finance
2. For contractual obligations not exceeding $200,000, the signing officers shall be any one of the:
President
Vice-President, Open Learning
Vice-President, Administration and Finance
Provost and Vice-President, Academic
3. For contractual obligations not exceeding $50,000 the signing officers shall be any one of the:
Associate Vice-Presidents
Chief Recruitment Officer, Open Learning
Chief Enrolment Officer
4. The Vice-President, Administration and Finance can establish and delegate signing authority to any requisitioner to procure services under the limits of established (template) contracts or agreements, executed on behalf of the University, provided that each contract or agreement limit does not exceed the amount of $20,000.
Contract Review:
There has been much confusion recently on the signing of contracts and when a legal review is required of contracts including our standard form contracts (PSA and ESA in particular).
Board policy BRD 02-1 (http://www.tru.ca/__shared/assets/Signing_Authority5636.pdf) provides for positions that are authorized to sign all contracts and at what value. Different types of contracts are authorized to different positions; please refer to each authorization for the authorized signatories for each type of contract.
The policy states that the person signing the contract must review the contract and takes responsibility for making sure that a legal review has been completed. The policy further states that all contracts over $5,000 must receive a legal review.
For clarity:
- all ESA and PSA over $5,000 must receive a legal review.
- all non standard contracts should receive legal review, however, all over $5,000 must receive a legal review - a Contract Review Request Form must be filled out and sent to legal@tru.ca
PSA Process:
1. Before any work is carried out, create a PSA (2 original copies) with complete banner code, details, include any fee and/or work schedules, department approval signature (top right corner) and contractor signature (bottom right) (do not sign on the lower left side of PSA - that is where the AVP signs his/her approval)
2. Complete the GST Exemption Form and attach to PSA.
3. For contracts over $ 5,000 a legal review must be completed.
When dealing with contracts/agreements, you should complete a legal review form and send it to legal@tru.ca along with an e-copy of the unsigned contract. This form needs to be completed entirely or will be returned and delay the process.
If there are insurance requirements you should also copy me with a note in your email requesting the certificate.
Legal review can take 2 - 3 weeks due to the volume of contracts that they review, so you need to ensure that you allow for this extra time to move your contract forward.
When the contract review is complete you will receive an email from the lawyer with his comments. Once you have this the contract is ready for signature (if legal agrees). Then forward your contract to Kathy Anderson who will ensure it goes to the appropriate signing officer (based on the signing policy) for signature.
4. Once you have the approved PSA back from legal (if necessary), send the complete PSA (signed by contractor) to Purchasing attn: Leanne Amendola (please do not hold up the PSA awaiting an invoice - send the contract to Leanne so she can start processing - PSA's should be in place before any work is carried out)
5. Leanne will process and send to the appropriate AVP for approval (if not already signed)
6. If a grant code is being used, Leanne will request approval from Client Services before entering of PSA.
7. Once PSA is approved by TRU Signing authority (AVP) PSA is sent back to Leanne, entered in Banner and ready for invoices to be applied against it. Leanne will update the PSA log in X drive with all information and PSA number. Make sure to note the PSA number on your invoice before it goes to a/p. If the invoice happens to be attached to the PSA with work done already, Leanne will note the PSA number on the invoice and send to A/P. Leanne will mail out a PSA copy to the contractor for their records.
8. If the PSA is under $ 1500.00 it may be paid via cheque req but only if there is no liability. Send all PSA's to Leanne regardless of the amount and Purchasing will determine if there is liability and what will be paid on a PSA or cheque req. If PSA is to be paid by cheque req, Leanne will make the changes on the PSA form and send to finance. Leanne will email the originator and A/P to advise them of payment method change. No PSA number would be issued if paid by Cheque req.
The originator of the PSA should have access to X drive to track their contracts. From the X drive log, you can find your psa numbers to give your contractors and have them note that number on their invoices before they go to finance. A copy of the psa does go out to the contractor after it's processed.
All the forms are found on the finance website under "forms". PSA page 1, page 2, GST declaration form and the legal review form.
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Signing Authority
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