Signature and Requisition Authority Policy

This Policy is intended to insure that commitments of Dartmouth College resources are properly reviewed and approved by authorized employees.  The Policy thus identifies which Dartmouth College employees are authorized to enter into transactions with external parties on behalf of Dartmouth and to submit requisitions for purchases through Dartmouth’s internal procurement system.

EFFECTIVE DATE

October 2019

RESPONSIBLE OFFICES

Office of General Counsels
Controller's Office

PDF VERSION

Signature Authority Policy

TABLE OF CONTENTS

Updates in October 2019

Signature and Requisition Authority Policy

  1. General Provisions
  2. Relationship of this Policy to Procurement Card System, eProcurement System, Invoice Approval Process, Business Expense Reimbursement Policy, and other Policies.
  3. Abbreviations
  4. Delegations of Authority
  5. Review by Office of the General Counsel
  6. Documenting Delegations of Authority

Appendices

Appendix A: Business Transactions – General
Appendix B: Financial Management Transactions
Appendix C: Investment Transactions
Appendix D: Development Transactions
Appendix E: Real Estate and Facilities Transactions
Appendix F: Risk Management and Insurance Transactions
Appendix G: Sponsored Activities Administration and Intellectual Property Transactions
Appendix H: Staff Hiring
Appendix I: Medical School Transactions
Appendix J: Procurement Services Department Authority

Signature Authority Policy Approvals and Amendments

Updated in October 2019

The Signature and Requisition Authority Policy was amended and approved on October 29, 2019. Below is a summary listing of the changes made to the policy and a marked up copy is attached to identify the changes.  

Updates in October 2019

Appendix Description of Change
General Provisions
  • Clarified that Controller is a contact for questions concerning scope and interpretation of the policy.
A – General Business Transactions
  • Added language to clarify that authority in Appendix A applies to transactions whether Dartmouth is buying or providing goods or services.
B - Financial Management Transactions
  • Clarified language to remove positions that are no longer involved in the check signing process.
D – Advancement Transactions
  • Add requirement for additional review prior to approval of all gifts from foreign sources to ensure compliance with federal reporting requirements for gifts over $250,000 from foreign sources.
  • Clarified authority related to acceptance of private equity gifts to reflect approved gift policy that established approval committee and process for private equity gifts.
E – Real Estate Office Property Transactions
  • Clarified requirements for purchase and sales of real estate not held by endowment to be consistent with capital project approval notification and approval of board committees.
  • Update authority for Rights of First Refusal and Purchase Options to remove reference to prior listings of property based on proximity to Hanover.
  • Update authority for approval of leases to reflect organization changes.
  • Revised authority related to energy purchases to reflect updated strategy and process for energy purchases and clarified notice requirements.
F – Risk Management & Insurance Transactions
  • Updated titles for Risk Manager and Guarini Institute.
  • Updated claims settlement requirements for $100,000-$250,000 to remove CFO approval and require notice to EVP.
  • For uninsured claims settlement, added requirement to notify Director of Risk and Internal Controls.  
G – Sponsored Activities and Intellectual Property Transactions
  • Add approval of all grants and contracts from foreign sources to require additional review by Director of OSP to ensure compliance with federal reporting requirements for contracts over $250,000 from foreign sources.
  • Added title for new position to be included in approval authority for grants and contracts.
I – Geisel School Transactions
  • Clarified the requirement for contracts related to Geisel facilities to be subject to Capital Project approval requirements from Appendix E, consistent with institutional capital projects.
J – Procurement Services Department Authority
  • Removed title no longer used by Procurement and added new position title.
  • Clarified authority to sign sales agreements and vehicle title documents for the transfer or sale of Dartmouth property. Sales agreements and vehicle titles are less than $1 million. 

A. General Provisions

1. Authorized signers and requisitioners under this Policy are responsible for ensuring that:

  • Where required, internal review and approval (including approval by the Board of Trustees or a Board committee, if required) have been obtained;
  • The transaction and its terms are consistent with Dartmouth’s program objectives and budgetary authorizations, legal requirements, procurement policies, and the terms of restricted funds (if applicable); and
  • There is no real or perceived conflict of interest on the part of any individual or organization involved in the transaction or, where a real or perceived conflict of interest does exist, the issue has been resolved prior to entering into the transaction, as required by Dartmouth’s Conflict of Interest Policy. (http://www.dartmouth.edu/~osp/resources/policies/dartmouth/cofinterest.htmlResolution of any real or perceived conflict should be documented in writing and kept on file by the responsible department. Questions about possible conflicts should be directed to the Office of the General Counsel.

2. To create an adequate audit trail, approvals shall be memorialized in a memorandum, e-mail or other document that is maintained with the file concerning the transaction. Such documents should be stored and retained (whether in paper or electronic form) in accordance with Dartmouth’s record retention policies and procedures.

3. Except as provided in this Policy, no College faculty member, staff member or student has authority to enter into any contract or financial commitment on behalf of Dartmouth. Individuals who purport to enter into contracts or financial commitments on behalf of Dartmouth without authority may be personally liable for such contracts or commitments, whether oral or written. Individuals who enter into unauthorized contracts or commitments may also be subject to disciplinary action, up to and including termination.

4. Except as specified in this Policy, or in other College policies or Board of Trustees resolutions, the President holds signature and requisition authority with respect to all educational, financial and administrative matters pertaining to Dartmouth and may delegate such authority to other senior administrators for specified transactions. All delegations of signature and requisition authority by the President must be in writing.

5. Authority delegated to employees under this Policy may also be exercised by higher level employees to whom the designated employees report.

6. To prevent delays in obtaining approvals when senior leaders are not available for extended periods, the following administrators may designate other administrators to exercise their authority under this Policy during their temporary absence:

President’s Office Chief of Staff
Provost
Executive Vice President
Chief Financial Officer (CFO)
Senior Vice President for Advancement
Vice President for Campus Services
Dean of the College
Dean of the Faculty
Dean of Medical School
Dean of the School of Graduate and Advance Studies
Dean of Tuck School
Dean of Thayer School

If all persons with signature or requisition authority are temporarily absent, authority for transactions requiring immediate action may be exercised by the Executive Vice President or Provost.

Temporary delegations should be emailed to

  • Controller’s Office Oracle.Processing@dartmouth.edu,
  • the appropriate finance center,
  • Procurement.Services@dartmouth.edu, and
  • the individual delegated temporary authority.

7. All persons designated as having signature authority under this Policy are thereby authorized to execute, acknowledge and deliver to external parties, in the name and on behalf of Dartmouth, any and all agreements, documents or other instruments that they determine to be necessary or appropriate to carry out the transactions authorized thereby.

8. The Executive Vice President and Provost, on the recommendation of the Controller and with the approval of the General Counsel, may delegate authority up to $1 million and make modifications to the signature authority policy relating to matters of form, including but not limited to changes in titles or positions.

9. This Policy shall be published on Dartmouth’s web site, and links shall be included in appropriate College publications including but not limited to the Faculty and Employee Handbooks and the web sites of the Board of Trustees, the Office of the General Counsel, and the Controller).

10. Questions concerning the scope or interpretation of this Policy should be addressed to the Office of the General Counsel or the Controller.

B. Relationship of this Policy to Procurement Card System, eProcurement System, Invoice Approval Process, Business Expense Reimbursement Policy, and other Policies

  1. Procurement Card System: In addition to the authorizations set forth below, College employees may be authorized by departments to make certain types of purchases (generally under $2,500) through the Procurement Card System. See https://www.dartmouth.edu/finance/forms-policies-systems/policy_library/index.php#Corporate%20and%20PCards for a description of the policies and procedures governing the “P-Card” System.
  2. eProcurement System: Dartmouth’s eProcurement System provides an electronic mechanism for departments to submit a requisition for a purchase to the Procurement Services Department, which issues a purchase order. The eProcurement System works in conjunction with this Policy to ensure the appropriate authorization for purchasing of goods and services. See guidelines for delegation of authority for general business transactions by grade level or faculty title (see Appendix A).
  3. Invoice Approval Process: Where a contract or requisition has been approved under this Policy, authority to approve an invoice for goods and services provided under that contract or requisition is granted to employees on the Invoice Approval List maintained by the Controller. Delegations of authority to approve invoices shall be filed with the Controller’s Office on a form provided by that office.

    See https://www.dartmouth.edu/finance/forms-policies-systems/financial_systems/system_access.php.

    Invoices submitted for payment that are not associated with an approved requisition or contract require approval specified in this policy
  4. Business Expense Reimbursement: Approval for business expense reimbursements is based on the Dartmouth business expense reimbursement policy. Business Expense Reimbursement forms must be approved by the employee and his/her immediate supervisor or more senior officer in the department who has the authority to approve charges to the particular account(s). The individual supervisor may delegate (in writing) his or her signature authority to another individual. No employee is authorized to approve his or her own, a peer's or a superior's Business Expense Reimbursement form, or charges to an account for which he/she is not authorized to approve expenditures. Area fiscal officers are authorized to approve Business Expense Reimbursement forms charged to College accounts for which they have budget responsibility (except for their own expenses or those incurred by his or her immediate supervisor).

    Business Expense Reimbursement forms for non-employees must be approved by the individual and the Dartmouth employee who has financial responsibility for the chart string to which expenses will be charged.
  5. Joint Venture Policy: Approval to establish a Joint Ventures is governed by the Joint Venture Policy. As used in the Policy, “Joint Venture” means any joint ownership or contractual arrangement through which there is an agreement for Dartmouth College (the “College”), either directly or indirectly, to jointly undertake with another person or organization a specific business enterprise without regard to (i) whether the College controls the venture or arrangement, (ii) the legal structure of the venture or arrangement, or (iii) whether the venture or arrangement is taxed as a partnership or as an association or corporation for federal income tax purposes. For signature authority regarding joint ventures, see policy at https://www.dartmouth.edu/finance/forms-policies-systems/policy_library/jointventurepolicy.php

C. Abbreviations

AVPTM - Assistant Vice President Finance & Treasury Management
CFO - Chief Financial Officer
CHRO - Chief Human Resources Officer
CIO - Chief Investment Officer
COO - Chief Operating Officer of applicable division
COOA - Chief Operating Officer for Advancement
COOI - Chief Operating Officer for Investment Office
CS - Campus Services
DCFR - Director of Corporate and Foundation Relations
DCIO - Deputy Chief Investment Officer
EDAF - Executive Dean for Administration and Finance
EDGP - Executive Director of Gift Planning
EVP - Executive Vice President
OSP - Office of Sponsored Projects
OGC - Office of General Counsel
PI - Principal Investigator
REO - Real Estate Office
RICS - Risk and Internal Controls Services
SIOM - Senior Investment Operations Manager
SVPA - Senior Vice President for Advancement
VPAR - Vice President for Alumni Relations
VPCOMM - Vice President for Communications
VPCS - Vice President for Campus Services
VPD - Vice President for Development
VPPIPG - Vice President for Presidential Initiatives and Principal Gifts
VPR - Vice Provost for Research

D. Delegations of Authority

Delegations of authority in this Policy are as follows:

Business Transactions – General
(This section governs transactions not covered
by any of the appendices listed below.)

Appendix A
Financial Management Transactions

Appendix B
Investment Transactions

Appendix C
Development Transactions

Appendix D
Real Estate and Facilities Transactions

Appendix E
Risk Management and Insurance Transactions

Appendix F
Sponsored Activities Administration and Intellectual
Property Transactions

Appendix G
Staff Hiring

Appendix H
Medical School Transactions

Appendix I
Procurement Services Department Authority

Appendix J

E. Review by Office of the General Counsel

  1. All transactions covered by Appendix A (Business Transactions – General) and Appendix H (Staff Hiring) with a financial commitment expected to exceed $500,000 (single year, or aggregate value if multi-year) must be reviewed for legal risk by the Office of the General Counsel.
  2. Transactions covered by other appendices must be reviewed by the Office of the General Counsel for legal risk to the extent specified.
  3. The Office of Campus Services and the Office of the General Counsel have prepared standard contract forms for the following types of transactions:

o Contracts with Design Professional
o Contracts with Contractors and Construction Managers

Additionally, the Office of Procurement Services and the Office of the General Counsel have prepared a standard form for the purchase of goods and services. 

Where applicable, the use of the forms noted above is required. Such forms may not be modified without the written approval of the General Counsel, Associate General Counsel, or Assistant General Counsel and the Office of Campus Services or Procurement, as applicable. Questions concerning the availability of standard forms or other contracting matters should be addressed to the Office of the General Counsel.

F. Documenting Delegations of Authority

Delegations of authority shall be filed with the Controller’s Office on a form provided by that office.
See https://www.dartmouth.edu/finance/forms-policies-systems/financial_systems/system_access.php

Appendix A: Business Transactions – General

 This appendix sets forth the authority to enter into transactions that are not covered by any other appendix. This appendix applies to business transactions whether Dartmouth will be making payments or receiving payments from other entities. It does not apply to faculty appointments, which are subject to the rules and procedures of each Faculty. (Staff appointments (including the appointment of faculty to administrative positions) are covered in Appendix H.)

The chair of the Board of Trustees and the chair of the Finance Committee must be notified of all transactions with financial commitment expected to exceed $5 million (single year, or aggregate value if multi-year).

Commitments Greater Than $250,000:

Approvals required for all commitments greater than $250,000: + Additional approvals required:
$250,001 - $1,000,000 Over $1,000,000

President’s Division units:

One of the following:
Executive Director
VPCOMM

  CFO or EVP
  • CFO or EVP; and
  • President or Provost



Provost Division units:

One of the following:
Provost
VPR
VP and Chief Information Officer
Dean of Libraries

  CFO or EVP

Finance & Administration Division units:

One of the following:
CFO
CHRO (for HR/Benefit Transactions)

  EVP

Advancement units (Alumni Relations and Development):

One of the following:
SVPA
VPAR
VPD
VPIPG

  CFO or EVP

Campus Services

VPCS

  CFO or EVP
Approvals required for all commitments greater than $250,000: + Additional approvals required:
$250,001 - $1,000,000 Over $1,000,000

Faculty of Arts and Science, Geisel, Thayer, Tuck, and Graduate Schools

Deans

  CFO or EVP
  • CFO or EVP; and
  • President or Provost

Dean of the College units

Dean of the College

  CFO or EVP

All other units not included in areas listed above.

Responsible Dean or Vice President

  CFO or EVP

 

Commitments Up to $250,000:

Division Administrator

President’s Division

Executive Director

Provost’s Division

Provost
VPR

Finance and Administration Division

EVP

Advancement Division

SVPA

Campus Services

VPCS

Dean of the College Division

Dean of the College

Faculty of Arts and Sciences, Medical School, Thayer School, Tuck School

Applicable Dean or Executive Dean

Other Units not included in areas listed above

Responsible Dean, VP, or Unit Director

 

Subject to the following limitations, the administrator(s) for each unit designated above is authorized to delegate to other employees of the unit signature and requisition authority up to $250,000 for such matters as the designated administrator may determine, based on business need. In addition, divisional fiscal officers may authorize a designee for the division to approve delegations of authority up to $100,000.

Appendix B: Financial Management Transactions


Banking and Brokerage Transactions

To open and close bank and brokerage accounts and similar accounts with financial institutions

• EVP or CFO; and
• Controller or Assistant VP for Finance,
jointly

To issue checks up to $100,000 drawn on College accounts at banks and similar financial institutions

Either:
An original signature of any one of the following: EVP, CFO, or Controller; or

Two original signatures from among the following: Associate Controller, Director of Institutional Accounting, or AVPTM.

Exceptions:
Facsimile Signature: On checks for less than $25,000, a facsimile signature of the EVP, CFO, or Controller shall be sufficient

To issue checks over $100,000 drawn on College accounts at banks and similar financial institutions

Two original signatures from among the following: EVP, CFO, or Controller; or

Original signatures of one of the above and any one of the following: Associate Controller, Director of Institutional Accounting, or AVPTM.

To transfer funds by check or wire between College accounts at banks and similar financial institutions

EVP, CFO, Controller, Associate Controller, Director of Institutional Accounting, AVPTM, CIO, SIOM, or COOI

To make wire transfers from College bank accounts to the accounts of holders or trustees of debt obligations; providers of employee retirement, health or other benefits; and any other vendors providing goods or services in the course of conducting College business, except that in the case of a recurring transfer an initial approval of the establishment of the recurring transfer by the EVP,CFO, or Controller shall be sufficient

• EVP, CFO, or Controller; or
• Any two of the following: Associate Controller, Director of Institutional Accounting, or AVPTM.

To make wire transfers between College bank accounts or investment accounts in connection with the defined benefit pension plan

CIO, COOI, DCIO, Investment Office Managing Directors, or SIOM


Bank Accounts Pertaining to Operation of The Hanover Inn

To open, manage, draw from, and act as signatories on Dartmouth College bank accounts pertaining to the operation of the Hanover Inn.

Any of the following officers of Pyramid Hanover Management LLC:

Chief Operating Officer Chief Investment Officer
Chief Financial Officer Controller
General Manager Front Office Manager
Assistant Regional Controller

Banking Transactions for Off-Campus Programs

To issue checks and execute bank transactions on College bank accounts maintained solely for Off-Campus Programs

Up to $100,000
Executive Director of Off-Campus Programs with the approval of the Controller. If authorized by the Controller, the Executive Director of Off-Campus Programs may delegate in writing to Faculty Program Directors authority to issue checks and execute bank transactions up to $50,000, and to confirm such delegations in writing to the affected banks

To purchase foreign currency.

To purchase foreign currency.

Borrowing

To issue debt within the limits of a Board-approved commercial paper program, line of credit, or similar liquidity facility

Up to $25 million

  • Any two of the following: EVP, CFO, or Controller; or
  • AVPFTM (AVPTM) with approval of EVP, or CFO; and
  • With additional approval by CIO if used for endowment purposes; and
  • with notice to the Chair of the Board of Trustees and the Chair of the Finance Committee, and Chair of the Investment Committee if used for endowment purposes

Over $25 million

  • EVP and either the CFO or Controller; and
  • With additional approval by CIO if used for endowment purposes; and
  • with the approval of the Chair of the Board of Trustees and the Chair of the Finance Committee, and Chair of the Investment Committee if used for endowment purposes

To enter into standby bond purchase agreements

Up to 100% of Dartmouth’s variable rate debt
EVP or CFO

To select and enter into contracts with financial institutions to serve as custodian banks or paying agents for borrowing

EVP, CFO, or Controller

To enter into or terminate swap agreements

EVP or CFO, with the approval of the Chair of the Board of Trustees and the Chair of the Finance Committee

Audit and Accounting Services

To select and engage Dartmouth’s outside auditors

Controller, with approval of the Audit Committee of the Board of Trustees

Tax Reporting

To sign tax returns and related documents

Controller, CFO, or EVP

To sign registration and tax documents related to Payroll activity

Director of Payroll, Controller, or CFO

To sign power of attorney document for tax and payroll related services

Controller, CFO, and EVP
With review by the General Counsel’s Office

Appendix C: Investment Transactions

 In addition to the approvals set forth below, all related-party investments are subject to the approval requirements of the Policy on Pecuniary Benefit Transactions and Related-Party Investments.

To enter into investment management agreements, subscription agreements, limited partnership agreements, and similar investment contracts, or to redeem from or terminate such agreements and contracts.

In accordance with the investment approval process as stated in the Investment Policy Statement and approved by the Investment Committee.

Two approvers from among the following with one of the approvers being either the CIO or COOI: CIO, DCIO, Managing Directors, or COOI

To take actions necessary or incidental to the above commitments

CIO, COOI, DCIO, Investment Office Managing Directors, SIOM or Investment Operations Manager

To authorize the transfer of cash and investment securities between investment accounts maintained by Dartmouth and investment accounts maintained by fund managers at financial institutions

CIO, COOI, DCIO, Investment Office Managing Directors, SIOM or Investment Operations Manager

To effect the sale of securities donated to Dartmouth and to take actions necessary or incidental thereto

CIO, COOI, DCIO, Investment Office Managing Directors, SIOM, or Investment Operations Manager

To execute leases, sales contracts, and similar agreements for oil and gas lease interests donated to Dartmouth

CIO, COOI, DCIO, or Investment Office Managing Directors

To authorize account transfer and take other actions necessary or incidental to management of charitable life income plans

CIO, COOI, AVPTM, DCIO, or Investment Office Managing Directors

To contract with consultants and other service providers for services in support of investment operations

Up to $5,000: SIOM or Investment Operations Associate
Up to $100,000: COOI
Up to $250,000: CIO

To sell Hanover-area real estate held by the endowment to third parties

Subject to the approval by the Master Planning and Facilities and Finance Committees

Open Market Sale less than or equal to $1,000,000:
CIO or COOI (with approval from CIO) and either Vice President for Campus Services or Director of Real Estate, jointly;

Open Market Sale >$1,000,000:
CIO or COOI (with approval from CIO) with approval from the Chair of Investment Committee, and either Vice President for Campus Services or Director of Real Estate, jointly;

Sales Not Listed on Open Market:
If proposed sale price is within 90% of current recorded FMV then
CIO or COOI (with approval from CIO) with approval from the Chair of Investment Committee and either Vice President for Campus Services or Director of Real Estate. If proposed sale price is less than 90% of current recorded FMV, then, in addition to the immediately foregoing approvals, Investment Committee approval is required.

To purchase Hanover-area real estate in the Endowment

CIO or COOI, with approval from the CIO

*In accordance with the investment approval process as stated in the Direct Investment Policy for the Total Return Pool as approved by the Investment Committee.

To internally transfer Hanover-area real estate held by Endowment



Subject to approval by the Finance Committee and Master Campus Planning & Facilities Committee
Transfer at current recorded FMV:

CIO and either Vice President for Campus Services or Director of Real Estate

Transfer at less than current recorded FMV:
CIO and either Vice President for Campus Services or Director of Real Estate.

Appendix D: Development Transactions

In the absence of the VPD, VPPIG, DCFR, or EDGP, the COOA is authorized to exercise the authority of the individuals in the noted positions. All Development activity is subject to compliance with the Gift Policy Manual. For authority related to the joint Development Office for Geisel and Dartmouth Hitchcock, see Appendix I.

To accept gifts of real estate *

• SVPA, VPD, VPPIPG , or EDGP; and
• VPCS or Director of Real Estate 
jointly

To accept gifts of non-marketable/restricted securities*

up to $1 million
EDGP, Controller, COO-Investment Office, and Sr. Tax Analyst, jointly, in consultation with OGC

Over $1 million
CFO, CIO, and VPD, jointly, in consultation with General Counsel

To accept gifts-in-kind via deed of gift and sign related tax forms*

SVPA, VPD, VPPIPG , or EDGP (together with Director of Hood Museum for works of art)

To establish donor advised funds *

SVPA, VPD, VPPIPG, EDGP

To accept deferred gifts (trusts, bequests, life insurance, IRAs, etc.) and enter into gift annuity Contracts, life income trusts, and other agreements between Dartmouth and donors of charitable life income plans *

SVPA, VPD, EDGP (in consultation with the Office of the General Counsel and/or CIO, as appropriate)

To enter into contracts with vendors to administer Gift Planning programs *

SVPA, VPD, VPPIPG , EDGP, CIO, CFO or Controller

To accept gifts for endowment via gift instrument/statement of understanding *

Development Officer, with approval of benefiting program officer/dean. Non-standard statements of understanding must be reviewed by the Endowment Administration office prior to acceptance.

To accept gifts for facilities or Strategic Resource Fund via gift instrument/statement of understanding *

Development Officer, with approval of the SVPA, VPD or VPPIPG, and CFO and benefiting program officer/dean

To accept current use gifts via gift instrument/statement of understanding *

Development Officer, with approval of the SVPA, VPD, or VPPIPG and benefiting program officer/dean

To apply for corporate and foundation gifts or grants *

DCFR and/or Dartmouth faculty, with appropriate approval of benefitting program director, associate dean, or chair; grant or contract proposals will be routed through OSP. Refer to Appendix G.

To enter into agreements for, corporate and foundation grants or contracts *

Grant or contract agreements will be routed through OSP. Refer to Appendix G.

To enter into agreements for corporate and foundation gifts *

DCFR, with appropriate approval of benefitting program director, associate dean, or chair and/or SVPA or VPD, as appropriate.

* All types of gifts from foreign sources (including non-US individuals or entities or any agent, subsidiary or affiliate thereof) must be discussed with the COOA or his or her designee prior to acceptance to ensure appropriate compliance reporting.

Appendix E: Real Estate and Facilities Transactions

 As used in this Appendix, “Unit Director” refers to the following positions:

  • All Units of Campus Services:

o Chief Operating Officer, CS
o Director of Engineering and Utilities
o Associate VP for FO&M
o Associate VP of Planning, Design and Construction
o Director of Campus Planning
o Capital Renewal Program Manager
o Director of Real Estate
o Director of Residential Operations
o Associate Vice President of Business and Hospitality
o EHS: Director of Environmental Health and Safety

  • Geisel School: Executive Dean for Administration and Finance
  • Thayer School: Senior Executive Officer and Senior Associate Dean of Academic Affairs
  • Tuck School: Assistant Dean

 

Real Estate Office Property Transactions
(e.g., purchase, sale, mortgage, building fit-out, tax agreements, easements)

For purchases and sales of real estate held in the endowment refer to Appendix C.

Up to $1 million
VPCS or Director of Real Estate
For purchase, sale, or easement transactions, notice to EVP or CFO

$1,000,001 - $3 million
EVP or CFO; with
Notice to the Chairs of each of the Master Planning and Facilities and Finance Committees

over $3,000,000
President or Provost and EVP or CFO; and
Subject to the approval by the Master Planning and Facilities and Finance Committees

To sell gifts of real estate, not held in the endowment.

Up to $1 million
VPCS or Director of Real Estate

$1,000,001 - $3 million
EVP or CFO

over $3,000,000
President or Provost and EVP or CFO

Release of Rights of First Refusal (ROFR) or Purchase Options

for residential properties.

VPCS approval or Director of Real Estate, with notice to EVP or CFO

Leases

Residential leases up to a one year term:
Up to $50,000 -
Director of Real Estate or Residential Property Manager

All Leases with base rent for the first year up to $250,000
Director of Real Estate or Chief Operating Officer, CS

All Leases with base rent for the first year over $250,000
VPCS

Real estate taxes, water and utility payments

Up to $1 million
Director of REO, Associate Director of REO, Senior Financial Analyst, or Chief Operating Officer, CS

$1,000,001 - $2 million
VPCS
with notice to the EVP or CFO

Over $2 million
EVP or CFO

Capital Project Approval
(for projects greater than $50,000)

Dollar thresholds apply to the cumulative cost of the project, including any cost overruns.

Up to $300,000*
VPCS; or VP and Chief Information Officer in the case of IT Projects

Up to $1,000,000*
EVP or CFO
Capital projects greater than $300,000 should be included in the Dartmouth College capital plan. For projects that require approval outside this timetable, the Chair of the Master Planning and Facilities Committee must be informed.

Up to $3,000,000*
President, with notice to the Chair of the Board of Trustees and Chairs of the Finance and Master Plan & Facilities Committees for projects $1 million or greater.

Over $3,000,000*
Board of Trustees: Master Planning & Facilities Committee, Finance Committee, and full Board

* Additional approval required from SVPA or designee, if project funding includes new philanthropic support.

* The approvals above are not intended to apply to emergent maintenance projects necessary to address operational or life safety issues (for example: repair of a steam pipe, sewer line or water line failure, structural reinforcement to avoid collapse or emergent upgrade of life safety systems such as fire protection). In such an event, the approval authority indicated above will be informed as soon as practical, although that may be after the project has been undertaken and an expense has been incurred.

Contracts for services (including facilities services) and Construction Contracts

Subject to approval under the Capital Project approval requirements described above:

Up to $500,000
Project Managers, Unit Directors, Senior Financial Analysts, or Director of Geisel Facilities

Up to $1,000,000
VPCS or Chief Operating Officer, CS

Over $1,000,000
VPCS, Chief Operating Officer, CS, and Unit Director, jointly
Additional approval is required from Professional School Deans for professional school projects over $1,000,000

Construction change orders (refers to cumulative value)

Up to $100,000
VPCS or Chief Operating Officer, CS

Over $100,000
VPCS


Total Construction Project Costs Exceeding Board-Approved Levels

Signature Authority:

Up to $250,000:
VPCS or Unit Director

Over $250,000:
VPCS and Unit Director, jointly

Subject to approval as follows:

Increase up to $300,000:
VPCS

Increase of $300,001 - $2 million:
EVP or CFO, with notice to the Chair of the Board of Trustees and Chairs of the Finance and Master Plan & Facilities Committees if increase is over $1 million

Increase over $2 million:
Chair of the Board of Trustees and Chairs of the Finance and Master Plan & Facilities Committees



Energy and utility contracts (e.g., oil, propane)

VPCS, Associate VP for FO&M, Chief Operating Officer, CS, Assistant VP for Finance, or Director of Engineering – up to value of annual operating budget for energy or utility.

With notice to EVP after the bid process is completed.

Off-Campus Programs Abroad

Office or Classroom Leases

Up to $50,000
• Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs; or
• Faculty Program Director with approval of Executive Director of Off-Campus Programs

$50,001 - $100,000
Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs

$100,001 - $250,000
Director of Budget & Fiscal Affairs

Residential Leases (not to exceed $ 75,000 per year)

• Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs; or
• Faculty Program Director, with approval of the Executive Director of Off-Campus Programs

Appendix F: Risk Management and Insurance Transactions

Procurement of insurance

(Director of RICS may delegate authority to Executive Director of the Guarini Institute to procure insurance for off-campus programs)

Annual premium or other financial commitment (e.g., collateral or letter of credit):

Up to $100,000
Risk Manager

Up to $250,000
Director of RICS or Associate Director, Risk Management

$250,001 to $500,000
Director of RICS, CFO, or EVP

Over $500,000
• Director of RICS; and
• CFO or EVP, jointly

Claims settlement – Insured Matters

Amount of settlement (without regard to deductible or extent of insurance coverage):

Up to $25,000
Claims/Insurance Specialist

Up to $100,000
Director of RICS, Associate Director Risk Management, or Risk Manager

$100,001 to $250,000
Director or Associate Director of RICS with notice to EVP

$250,001 to $500,000
General Counsel; CFO or EVP; and Director of RICS, jointly

Over $500,000
President; General Counsel; EVP; and Director of RICS, jointly

Approval by the CHRO is also required for settlement of all employment claims.

The General Counsel and Director or Associate Director of RICS are authorized to execute all documents necessary for the settlement of claims as approved above.

Claims settlement – Uninsured Matters

Up to $100,000
General Counsel or Associate General Counsel, and senior administrator for operational unit, jointly, with notice to Director of RICS

$100,001 to $250,000
General Counsel, CFO, and senior administrator for operational unit, jointly, with notice to EVP and Director of RICS

$250,001 to $500,000
General Counsel, and CFO or EVP, and senior administrator for operational unit, jointly, with notice to Director of RICS

Over $500,000
President, General Counsel, EVP, and senior administrator for operational area, jointly, with notice to Director of RICS

Approval by the CHRO is also required for settlement of all employment claims

The General Counsel is authorized to execute all documents necessary for the settlement of claims as approved above

Appendix G: Sponsored Activities Administration and Intellectual Property Transactions

Grants (including sub-grants) for external support for research (applications and agreements)

* Grants from foreign sources (including non-US individuals or entities or any agent, subsidiary or affiliate thereof) must be approved by Director of OSP.

Over $5,000,000
Director, OSP, or Vice Provost for Research

Up to $5,000,000
Director, Associate Director, or Assistant Director, OSP

Up to $2,000,000
Director, Associate Director, Assistant Director, Senior Grants Officer, Contracts Manager, or Grants Officer, OSP

Contracts (including sub-contracts) for external support for research (applications and agreements) and fee for service agreements.

* Contracts with foreign sources (including non-US individuals or entities or any agent, subsidiary or affiliate thereof) must be approved by Director of OSP.

Up to $500,000
Director, Associate Director, Assistant Director, Senior Grants Officer, Contracts Manager, OSP

Up to $1,000,000
Director or Associate Director, OSP

Over $1,000,000
Director, OSP, or Vice Provost for Research

Agreements with federal agencies for reimbursement of facilities and administrative costs

  • Director, OSP, or Vice Provost for Research; and
  • EVP or CFO jointly

Approval of Sub-recipient

Invoices/payments

OSP and PI, jointly

Purchases of goods and services with grant or contract funds

Titles (e.g., “Director of Budget & Fiscal Affairs”, “EDAF”) refer to the designated position in the school or department that is the recipient of the grant or contract as recorded in the Office of Sponsored Projects.

When a grant or contract has more than one PI, each PI is authorized to exercise the authority under this Policy with respect to the portion of the project for which he or she is responsible.

In addition to the delegations set forth below, authorized staff members, and research team members designated in writing by the PI, may make purchases through any procurement mechanism up to the dollar amount permitted under the Procurement Card System, or such lower dollar amount as may be set by the PI.

Up to $5,000
Any regular employee with purchasing responsibility for the grant

Up to $25,000
• PI, Laboratory Manager, or Grant Manager, or PI designee; and
• OSP

Up to $100,000
• PI; or
• Dean’s designee with permission of PI
(PI and EDAF, jointly, may delegate authority up to $100,000 in writing to other staff members);
-and-
• OSP

Up to $250,000
• PI; and
• Dean’s Designee jointly;
-and-
• OSP

Over $250,000
• PI and Dean or Dean’s designee, jointly; and
• OSP

Additional Approvals:
• Review by the General Counsel, Associate or Assistant General Counsel is also required for transactions over $500,000

Agreements relating to the transfer of materials used in scientific research

Director , Technology Transfer Office; in the Director’s absence, Director or Associate Director, OSP

The Director of Technology Transfer may delegate authority to the Contract Manager.

Agreements for licenses and options of inventions/patents owned by Dartmouth pursuant to Dartmouth’s Policy on Patents, Copyrights and Other Intellectual Property Rights

Up to $500,000
Director, Technology Transfer Office

Over $500,000
Director, Technology Transfer Office, and
Associate Provost for Entrepreneurship and Technology Transfers, jointly

Agreements for licenses and options of works of authorship/copyrights owned by Dartmouth pursuant to Dartmouth’s Policy on Patents, Copyrights and Other Intellectual Property Rights

Dean of Libraries with respect to works administered by the Libraries

Director, Technology Transfer Office with respect to software

General Counsel. Associate or Assistant General Counsel with respect to all other works

Authority to execute documents pertaining to the registration and protection of intellectual property, including but not limited to powers of attorney, assignments, small entity forms and certifications required by the United States Patent and Trademark Office of patent authorities of foreign countries

Director, Technology Transfer Office

The Director of Technology Transfer may delegate authority to the Contract Manager or Senior Business Development & Licensing Manager.

Authority to sign confidentiality and non-disclosure agreements in connection with the licensing (outgoing and incoming) and marketing of intellectual property

Director, Technology Transfer Office

The Director of Technology Transfer may delegate authority to the Contract Manager or Senior Business Development & Licensing Manager.

Engagement of attorneys to represent Dartmouth in connection with the evaluation of inventions and the filing and prosecution of patents

Director, Technology Transfer Office, in consultation with the General Counsel

Licenses for the use of College-owned trademarks

General Counsel, Associate General Counsel, Assistant General Counsel, or Trademark Licensing Administrator

State and federal trademark registrations

General Counsel, Associate General Counsel or Assistant General Counsel

Appendix H: Staff Human Resources Matters

 1. Appointments: All staff appointments (including the appointment of faculty to administrative positions) must comply with applicable Dartmouth College human resources policies and procedures including availability of funding, approval of position description and salary level by the Office of Human Resources, and certification by the hiring officer through the Dartmouth Online Recruit and Review system (DORR) that the appropriate recruitment and due diligence procedures have been followed. (Faculty appointments are subject to applicable College policies and the rules and procedures of each Faculty.)

SEIU and IATSE bargaining unit positions, Non-Union Service positions, and temporary positions

President’s Office Executive Director, Dean, Vice President, EDAF or Chief Operating Officer of Division, or his or her written designee

All regular administrative and professional positions.

President’s Office Executive Director, Dean, Vice President, EDAF or Chief Operating Officer of Division

Institutional leadership other than those listed below.

President, Provost or EVP

Provost, EVP, Dean or Vice President

President

Teaching and Service Contracts in Foreign Countries for Off-Campus Programs

Executive Director of Off-Campus Programs


2. Separation or Termination Agreements: Employee separation or termination agreements which supplement or modify standard College terms and conditions require approval by the Office of Human Resources and the Office of the General Counsel.

3. Personnel Actions Subsequent to Appointment: Other personnel actions subsequent to appointment (such as salary adjustments) are governed by Dartmouth human resource policies rather than this Policy.

Appendix I: Geisel School Transactions

Lease payments on property rented from third parties;

Condominium payments to DHMC;

Payments to DHMC or DHMC components for services provided outside the DHMC condominium agreement

Geisel EDAF, or Geisel Director of Finance


Each is authorized to delegate to other Geisel staff members in writing authority to approve payments up to $25,000.

Contracts for Geisel construction and facilities services

Subject to approval under the Capital Project approval requirements in Appendix E:

UP to $25,000
Director of Geisel Facilities

Up to $500,000
Director of Geisel Facilities and Director of Finance, jointly

Up to $1,000,000
Geisel EDAF

Over $1,000,000
Geisel EDAF, Dean of Geisel School, and VPCS, jointly

Compensation Funding Agreement payments to DHMC components

Geisel Director of Finance or Geisel Director of Institutional Reporting and Analysis

To accept current use gifts via gift instrument/statement of understanding

Geisel EDAF and VP of Joint Geisel/DH Advancement Office

To accept gifts for endowment via gift instrument/statement of understanding

Geisel EDAF and VP of Joint Geisel/DH Advancement Office

Non-standard statements of understanding must be reviewed by the Endowment Administration office prior to acceptance.

To apply for corporate and foundation gifts or grants

Geisel EDAF and VP of Joint Geisel/DH Advancement Office; grant or contract proposals will be routed through OSP. Refer to Appendix G.

To enter into agreements for, corporate and foundation grants or contracts

Geisel EDAF and VP of Joint Geisel/DH Advancement Office; Grant or contract agreements will be routed through OSP. Refer to Appendix G.

To enter into agreements for corporate and foundation gifts

Geisel EDAF and VP of Joint Geisel/DH Advancement Office

Appendix J: Procurement Services Department Authority

Based upon the submission of requisitions approved by authorized signers under this Policy, Procurement Services Department personnel are authorized to issue purchase orders as follows:

Up to $100,000

Procurement Specialist III, Supplier / Compliance Manager or Stockroom Manager

Up to $250,000

Contract Manager

Up to $3,000,000

Sourcing Manager, Contract Procurement Specialist

unlimited

Director of Procurement, CFO, EVP, and Controller

 

To sign sales agreements or vehicle title documents for the transfer or selling of Dartmouth property

Titles for vehicles only

Procurement specialist with the approval of Director of Procurement

Up to $100,000

Director of Procurement or Fixed Asset/Surplus Property Administrator

Over $100,000

Director of Procurement or Assistant Vice President, Finance

Signature Authority Policy Approvals and Amendments

Approved by the Board of Trustees April 9, 2011, effective July 1, 2011

Amendments Approved by the Board of Trustees:

approved March 3, 2012 and effective January 1, 2012;
approved and effective September 22, 2013;
approved and effective January 2, 2014;
approved and effective March 8, 2014;
approved and effective November 8, 2014;
approved and effective September 17, 2016;
approved and effective March 4, 2017;
approved and effective November 4, 2017;
approved and effective November 3, 2018.

Amendments Approved by EVP and Provost

approved August 7, 2015 and effective July 1, 2015;
approved and effective title changes September 17, 2016;
approved and effective title changes April 10, 2017;
approved and effective October 13, 2017;
approved and effective October 18, 2018.
Approved and effective October 29, 2019

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