Purchasing and Contract Signature Authority
Signature Authority is limited
Signature authority, the signature of the last employee(s) required to execute a type of contract, is delegated by the President, except as limited by the Board of Trustees.
Only a limited number of university employees are permitted to sign a contract for WWU. A university employee may not sign a contract or make a purchase on behalf of the university unless expressly authorized to do so in a written delegation of authority.
| Contract or Purchase Type | Authority | Signatory Title | Description and Notes |
|---|---|---|---|
| Architects & Engineers | <$500,000 |
| |
| $500,000 and above |
| $500,000 and above subject to Board of Trustees approval | |
| Public Works | <$500,000 |
| |
| $500,000 and above |
| $500,000 and above subject to Board of Trustees approval | |
| Public Works Change Orders | <$500,000 |
| Approved through Change Management Process |
| $500,000 and above |
| ||
| Emergency Contracts - Architects & Engineers | <$500,000 |
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| $500,000 and above |
| $500,000 and above is subject to President's approval. See RCW 28.B.10.350(5). | |
| Emergency Contracts - Public Works Contractors | <$500,000 |
| |
| $500,000 and above |
| $500,000 and above is subject to President's approval |
| Contract or Purchase Type | Authority | Signatory Title | Description and Notes |
|---|---|---|---|
| Tort Claims/Lawsuits | < or = $50,000 |
| Settlement Agreements |
| < or = $100,000 |
| $100,00 and above subject to Board of Trustee approval and signatory follows this matrix | |
| Insurance Documents | Any Amount |
| Applications, claim forms, certificates of insurance, etc. |
| Contract or Purchase Type | Authority | Signatory Title | Description and Notes |
|---|---|---|---|
| Personal Property | Any Amount |
| Example: Vehicle Titles, Public Works-related Permits |
All Signature Authority for the Contract and Purchases types that follow is contingent upon prior sbumittal and approval of associated requests through the University's contract and procurement systems, including associated eForms, except as noted below.
| Contract or Purchase Type | Authority | Signatory Title | Description and Notes |
|---|---|---|---|
| Real Property: Lease | Any Amount |
| Leases over 2 years AND in excess of $100,000 subject to Board of Trustees approval |
| Real Property: Sale, Purchase & Easements | Any Amount |
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| Contract or Purchase Type | Authority | Signatory Title | Description and Notes |
|---|---|---|---|
| Interlocal Agreements | < or = $100,000 |
| Above $100,000 of University funds or where third entity is being created is subject to Board of Trustees approval and signatory follows this matrix. |
| Interagency Agreements | < or = $100,000 |
| Agreements with other governmental entities where a third entity is not created. These agreements are not subject to RCW 39.34. Refer to Academic & Other Programs below for Interagency Agreements specific to those areas. |
| < or = $250,000 |
| ||
| Any Amount | |||
| Capital and Equipment Leases | Any Amount |
| All leases, including Capital Leases) must be reported to the Office of the State Treasurer. |
Service Agreements including Consulting/Contractor Services, Client Services, Performers, Speakers, Trainers
| < or = $100,000 |
| Competition required over $10,000 except for client service and exceptions approved by DES. Subject to OFM filing and reporting requirements. Requires completion of special OFM training to be authorized to sign. Legal services and any related services by outside counsel must be approved through the AAG. |
| < or = $250,000 |
| ||
| Any Amount |
| ||
| Performance Agreements (AS/VU) | < or = $20,000 |
| "Approved to Form templates" only |
| > $20,000 |
| ||
| Emergency Contracts and Purchasing |
| Chief Procurement Officer and delegate(s) after designation by President or VP BFA | |
Purchased Goods and Services including Computers, Technology and Software, including amendments, renewals and support documentation requiring signatures. Includes Consulting/Contractor Services, Client Services including Performers, Speakers, Trainers. | < or = $10,000 |
| Competition required over $10,000; formal solicitation sealed bid over $100,000. Purchases using federal grant dollars - competition required over $3,000. Library Collections contracts less than $10,000 may be signed as indicated. Subject to DES reporting requirements. Competition required over $10,000 except for client service and exceptions approved by DES; sealed bid over $100,000; exception - purchases using federal grant dollars - competition required over $3,000. Library Collection contracts less than $10,000 may be signed as indicated and filed in the University's contract system. Subject to OFM filing and reporting requirements. Requires completion of special OFM training to be authorized to sign. Legal services and any related services by outside counsel must be approved through the AAG.2 |
| < or = $50,000 |
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| < or = $100,000 |
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| < or =$250,000 |
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| Any Amount |
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Conferences, Events and Facilities Use (On/Off Campus, including Revenue) contracting with Third Party | < or = $100,000 |
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| < or = $250,000 |
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| Any Amount |
|
| Contract or Purchase Type | Authority | Signatory Title | Description and Notes |
|---|---|---|---|
| Outreach and Continuing Education | Any Amount |
| International marketing associate agreements, College in the High School, Guaranteed Transfer Admission Program |
| Office of Global Engagement/Education Abroad | < or = $100,000 |
| Faculty-led study abroad vendor and service Agreements, as well as MOU Exchange and Cooperation Agreements. |
| Any Amount |
| ||
| Internships | Any Amount |
| Affiliation agreements, practicum, field experience |
| Grants and Research (RSP) | Any Amount |
| Research Agreements, Non-Disclosure Agreements/Confidentiality Agreements/Data Sharing Agreements as they relate to Research and Sponsored Programs (RSP) may be signed as indicated and filed in the University's contract system. |
| Grants Non-RSP | Any Amount |
| Initiated outside of RSP |
| WWU Providing Services (Revenue) | < = or $100,000 |
| |
| < or = $250,000 |
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| Any Amount |
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| Non-Disclosure Agreements/Confidentiality Agreements |
| Initiated outside of RSP | |
| All DSAs or DSPAs excluding RSP Activity | |||
| Data Sharing Agreements |
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| Athletics | < or = $10,000 |
| Conference or game related agreements - lodging agreements less than $10,000 may be signed and filed outside of University's Contract system as determined by Athletics Director. |
| > $10,000 |
| ||
| Western Gallery | $0 |
| Loaning of Art (using pre-approved forms) |
| Patent or Copyright Related Documents | Any Amount |
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