Policies and Procedures

10.02 Contracts and Agreements

Purpose:

Delegate authority and responsibility for the review and approval of contracts and agreements.

Policy Statement:

Division heads have general authority to approve agreements and contracts including delegation of such authority to account fiscal officers within their divisions. Thisauthority excludes certain high dollar equipment purchases; capital improvement and remodeling projects; real estate purchases; lease purchases or leases of buildings, office or work spaces and equipment; architect or engineer services; fire protection; legal services and any agreement which includes financing arrangements.

Contracts or agreements that contain financing arrangements must be reviewed and accepted by the Controller’s office.

Appropriate review and coordination of contracts and agreements are the responsibility of the authorizing fiscal officer. (See Procedure below)

A copy of all final agreements/contracts must be retained in the respective administrative office in accordance with the UNI record retention policy and copies must be provided to the Controller's Office.

Procedure:

Personnel with fiscal officer authority for university accounts are presumed to have the authority to approve University contracts and agreements directly relating to their respective accounts area per the policy stated above unless the division head withdraws this authority in writing with copies forwarded to Purchasing and the Controller’s Office.

All contracts, grant agreements, memorandums of agreement, simple letters of agreement, and/or other similar documents committing the University or one of its units, must receive advance review by the University Counsel. Certain exemptions to this advance review are authorized below.

Agreements relating to UNI Foundation matters and Grants and Contracts handled by the Grants and Contracts Office.
A UNI Professional Services Contract or other form which has been pre-approved by the University Counsel and Office of the Vice President for Administration and Finance may be used to contract a performance by an independent contractor (e.g., a speaker or performer) or similar situation for a performance period of less than one week and dollar cost of $1000 or less. The University's Payroll Manager may review such agreements or related payment vouchers to insure compliance with tax laws and UNI policies relating to independent contractors.
Other agreements or contracts may be entered into when standard forms have been approved by the University Counsel and Office of the Vice President for Administration and Finance (e.g., UNI-Dome Lease Agreement, Use of Facilities Agreement -Conferences and Visitor Services).
Other exemptions to the advance review requirement may be authorized by the University Counsel and Office of the Vice President for Administration and Finance under specific circumstances.

Additional information or assistance:

Bidding procedures for goods and services: UNI Purchasing Policies and Procedures or Purchasing.

General legal: University Counsel

Sponsored programs: Grants and Contracts Administrator (Graduate College Office)

Insurance: Office of the VP Administration and Finance

Financing arrangements and terms: Controller’s Office