Signature and Processing Requirements for Agreements

Definition:It is the policy on Cal State University San Marcos (University) to establish and enforce appropriate procedures to protect University assets.The President has delegated to specific University administrators the authority to negotiate, finalize, execute, administer and retain original contracts, memorandums of understanding (MOU), and other agreements (hereinafter collectively referred to as "agreements"). A specific Signature and Processing Requirements Policy and Procedure has been established to ensure that only these authorized administrators are performing the activities identified above concerning University agreements and that they have sufficient information upon which to decide whether to negotiate, finalize, execute, administer and retain original agreements.Failure to adhere to the Signature and Processing Requirements Policy and Procedure may result in the receipt of a written reprimand or other disciplinary action up to and including suspension, dismissal (hereinafter referred to as "disciplinary action").Failure to adhere to the Signature and Processing Requirements Policy and Procedure may also result in personal liability for anyone who without authorization attempts to negotiate, finalize, execute, administer or retain an original agreement.
Authority:The President of California State University San Marcos, Executive Orders 842, 793, 775, 750, 672, 669, 649, 435, 409.
Scope:This policy and related procedure applies to all members of the California State University San Marcos community.
Responsible Division:Office of the President
Approval Date:01/12/2004
Implementation Date:01/12/2004
Originally Implemented:01/12/2004
Related Documents and Forms:Document 1
Document 2


Notes

Agreement Routing Information Sheet
Signature Page Attachment
 



Procedure

Signature Approval Procedures:
 
1. All agreements must be accompanied by the standard "Agreement Routing Information Sheet" which briefly describes the authorization, funding source and administration responsibility for the agreement (attached).
 
2. The standard "California State University San Marcos Signature Page Attachment" must be attached to the agreement and be completed in sequential order as numbers on the form prior to routing to the executing campus administrator (attached).
 
3. Administrators having signature authority as delegated by the campus President when executing an agreement on behalf of the university will review the "California State University San Marcos Signature Page Attachment" to ensure appropriate review has occurred prior to execution. The "California State University San Marcos Signature Page Attachment" must be complete prior to final approval and execution by one of the approved administrators who have been delegated authority by the campus President. If the approval process is not followed as outlined in this procedure, the agreement will not be finalized or executed.
 
4. Any Agreement submitted without complying with this procedure will be returned to the individual who submitted the agreement for execution and/or finalization with notification to the appropriate division administrator of the non-compliance.
 
Campus Administrators with Authority to Execute Agreements on behalf of the University:
 
The campus President has delegated the authority to the following campus administrators to negotiate, finalize, and execute agreements on behalf of the University:
 
Public Works Contracts
 
1. Chief Financial Officer and Vice President
Finance and Administrative Services
 
2. Associate Vice President, Finance and Business Services
 
3. Director, Procurement and Support Services - Authority up to $500,000
 
Authority for Real Property Leases
 
1. Sole signature authority

Chief Financial Officer and Vice President

Finance and Administrative Services
 
Capital Outlay Management Authority and Responsibility
 
1. Chief Financial Officer and Vice President

Finance and Administrative Services
 
2. Associate Vice President, Finance and Business Services
 
3. Director, Procurement and Support Services - Authority up to $500,000
 
Service Agreements
 
1. Chief Financial Officer and Vice President

Finance and Administrative Services
 
2. Associate Vice President, Finance and Business Services
 
3. Director, Procurement and Support Services - Authority up to $500,000
 
Personal Property and Services
 
1. Chief Financial Officer and Vice President

Finance and Administrative Services
 
2. Associate Vice President, Finance and Business Services
 
3. Director, Procurement and Support Services - Authority up to $500,000