505: President Delegated Signature Authority
Last Revised: March 2012
Delegation of Signature Authority
Signature authority is delegated by the President to the following officers for the purpose shown. This delegation supersedes any previously specified. Signature authority may not be further delegated except where specified within. Any further delegation of authority permitted by this policy must be in writing, updated every time a change in that delegation occurs, and copies distributed to the appropriate offices.
In the event of a temporary absence of the delegated signature authority for an organizational unit, signature authority may be delegated to another individual for a specific period of time where such delegation is permitted by this policy.
Additional approval and signature requirements for certain other processes or documents may be found in other sections of the University Administrative Manual.
Stamps, other forms of facsimile signatures, or others signing the name of the designated individual are not permitted. However, when an electronic process permits an authorized "signature" to be entered, the vice president responsible for that specific process - with legal counsel approval and after proper security has been established - may authorize its use.
The President is the ultimate appointing authority for all faculty and staff of the University. The President, or those person(s) so designated by the President, must approve all recommendations concerning employment, salary, promotion, or appointment with tenure within the University. Notice of Non-Reappointment for non-tenured academic and administrative faculty must be signed by the President unless the non-renewal is due to funding.
Terms of Employment
Vice presidents and the Vice Provost for Faculty Affairs are authorized to sign for all appointing authority for academic faculty, administrative faculty, resident physicians, and post-doctoral fellows in all organizational units reporting directly to them. Deans, or their designee, are authorized to sign for the appointing authority for Letters of Appointment (LOA) in those departments reporting to them. In the event of an absence of the vice president or Vice Provost for Faculty Affairs, another vice president or Vice Provost for Faculty Affairs may be designated to sign for the appointing authority. All appointments and salaries will have at least two administrative levels of review and approval. The Terms of Employment contract is not binding or of any legal effect until duly executed by both the employee and the appointing authority or designee. This delegation is not intended for matters that require an exception to established university policies and procedures: any exception must be personally approved by the President, Executive Vice President & Provost, or Vice Provost for Faculty Affairs.
The Executive Vice President & Provost or Vice Provost for Faculty Affairs of the University must sign all offer letters for administrative and academic faculty positions and postdoctoral fellows in academic units. The appropriate vice president must sign all offer letters for faculty positions in their division. Any dean or vice president who has a financial commitment in the salary or start-up package must sign the offer letter and start-up package form.
Classified Personnel Transaction Documents
Vice presidents and directors reporting directly to the President, or deans, vice provosts, assistant or associate vice presidents, and directors reporting to the vice presidents, or designees of the aforementioned, are authorized to sign for the appointing authority for classified personnel in all organizational units reporting to them.
Chairs, department heads, primary investigators (PI) or their equivalent are designated to sign for the appointing authority for Graduate Assistant Terms of Employment as the appointing authority for their organizational units or in the case of PI's, for the grant accounts for which they are responsible. For Personnel Action Forms (PAFs), the authority may be delegated to the individual responsible for the account from which the student is paid.
Chairs, department heads, or their equivalents are designated to sign for the appointing authority for Student Employment Personnel Action Forms (PAFs) as the appointing authority for their organizational units; or they may delegate that authority to the individual responsible for the account from which the student is paid.
Leave Request Forms
The supervisor of an employee must sign all leave request forms for the employee. All annual leave must be approved in advance in writing (or verbally and subsequently noted in writing). A vice president or dean may also require the approval of a leave request by an administrator at a higher level of authority than the employee's supervisor. Vice presidents and directors reporting directly to the President, deans, vice provosts, assistant or associate vice presidents, and directors reporting to the vice presidents may sign - except on their own leave requests - as the final approval authority.
Request for a Special Payroll Check
Vice presidents, the Vice Provost for Faculty Affairs, assistant or associate vice presidents, and deans or associate deans must sign a request for a special payroll check and this authority may not be further delegated. All requests for a special or handwritten payroll checks originating in their respective units must be signed by them.
Faculty and classified grants-in-aid forms must be approved by the appointing authority or designee for that unit. Grants-in-aid forms for dependents must be signed by Faculty Human Resources.
The financial accounting system lists authorized signers for individual accounts or groups of accounts. In addition to these signers the president, Executive Vice President & Provost, the Vice Provost for Faculty Affairs, the Vice President for Administration & Finance or the Controller are authorized to sign financial documents (such as journal vouchers, transfer vouchers, payroll transfers, requests for payment, purchasing card statements and purchase requisitions) for all university accounts. Deans are authorized to sign on all documents for their college, department chairs are authorized to sign on all documents for their departments, and supervisors are authorized to sign on all accounts for areas which are under their supervision.
The Vice President for Research or designee may sign financial documents such as cost transfer documents, journal vouchers and PR45s, and requests for payment, for all sponsored project generated and related accounts to include all grant accounts, miscellaneous program development accounts, and facilities and administration cost recovery accounts.
Travel Requests & Travel Claims
Positions reporting to the President must be approved by the President or designee. Vice presidents, the Vice Provost for Faculty Affairs, deans, and the Director of Intercollegiate Athletics, or their designees are delegated authority to sign as the final signature approval for in-state, out-of-state and out-of-country travel requests for all organizational units reporting to them. Foreign travel while on sabbatical or professional development leave must be signed by the Executive Vice President & Provost or the Vice Provost for Faculty Affairs.
Travel claims must be approved by the traveler's supervisor as well as an authorized signer on the account charged. At its discretion, the college or program may also require the traveler to obtain the approval of the dean or director.
Vice presidents, the Vice Provost for Faculty Affairs, deans, and the Director of Intercollegiate Athletics are delegated to sign as the final signature approval for hosting expenditures; this authority may not be further delegated regardless of the signature authority on the account funding the expenditure. Furthermore, individuals may not approve any hosting expenditure for which they are able to be personally reimbursed or if they were in attendance at the hosted event.
Prior to a table purchase, Table Purchase Request forms must be directed to the President's Office, for approval and tracking of table purchase expenditures.
Budget Transfers, Self-Supporting Budget, and Budget Revisions
The Vice President for Administration and Finance or designee(s) may sign as the final signature authority for budget transfers, self-supporting budgets, and budget revisions.
Contracts (Other than Terms of Employment)
The Executive Vice President & Provost, the Vice Provost for Faculty Affairs, Vice President for Administration & Finance, Associate Vice President for Business & Finance or the Controller are delegated authority to sign all contracts that have been delegated to the President for signature by the Nevada System of Higher Education Procedures and Guidelines Manual, Chapter 5, Section 3.
The Vice President for Research or designee are delegated authority to sign all standard sponsored projects related federal grant applications, grants, contracts, amendments and modifications, and funding release forms, including private and state contracts funded with federal grant funds that, therefore, must be in compliance with federal grant requirements.
The Vice President for Research or designee are delegated authority to sign all other sponsored projects related non-federal grant and contract agreements that have been delegated to the President for signature by the Nevada System of Higher Education Procedures and Guidelines Manual, Chapter 5, Section 3.
The Vice President for Administration & Finance and the Director of Purchasing or their designees are delegated authority to sign all purchase orders and purchasing contracts in which the purchasing contract is awarded in accordance with the purchasing policy set forth in Title 4, Chapter 10 in the Board of Regents Handbook.
The Vice President for Administration & Finance is delegated to sign cost overruns or change orders for construction contracts, which, in the aggregate, do not exceed 10% of the base contract amount, or de minimus changes that do not materially increase the risks of the contract such as brief extensions for time of performance and the like.
The Associate Vice President for Student Life Services is delegated authority to sign and approve requests to serve alcoholic beverages at events that occur on campus.
Documents Requiring President's Signature
The following require the President's signature and may not be further delegated:
Transfers of expenditures (journal vouchers or PR45s) from non-state accounts (e.g., grants, self-supporting budgets) to state accounts after April 30th of each fiscal year require the approval of the President.
Notice of Non-Reappointment for non-tenured academic and administrative faculty must be signed by the President unless the non-renewal is due to funding.
Such contracts which, in the judgment of the delegee have such a serious political, social or financial impact on UNR, NSHE, or to the public that the President's review is necessary.