Signature and Requisition Authority Policy

Policy Statement

TABLE OF CONTENTS

A. General Provisions
B. Relationship of this Policy to Procurement Card System, eProcurement System, Invoice Approval Process, Business Expense Reimbursement Policy, and other Policies.
C. Abbreviations
D. Delegations of Authority
E. Review by Office of the General Counsel
F. 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 

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. (https://policies.dartmouth.edu/policy/conflict-interest-policy) Resolution 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.
• Business unit approval relates to the scope of work or the content of the agreement/contract; approvals outside of the business unit are for the commitment of (or receipt of) resources under the given terms.

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. After necessary approvals have been memorialized, it is acceptable for a contract to be signed by the person in the business unit with appropriate authority. An employee's Dartmouth email address must be used when signing or communicating about Dartmouth contracts.

3. Except as provided in this Policy, no Dartmouth 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 Dartmouth 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
• Senior Vice President for Advancement
• Senior Vice President of Campus Planning and Campus Operations
• 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 Financial.System.Access@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 Dartmouth 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, Dartmouth employees may be authorized by departments to make certain types of purchases (generally under $5,000) through the Procurement Card System.  The Procurement Card Program Policy is available here: https://policies.dartmouth.edu/policy/procurement-card-program-policy
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 Policy (https://policies.dartmouth.edu/policy/business-expense-policy).  Business expense reimbursements must be approved by the employee and their 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) their signature authority to another individual. No employee is authorized to approve their own, a peer's or a superior's business expense reimbursement, or charges to an account for which they are not authorized to approve expenditures. Fiscal officers are authorized to approve business expense reimbursement requests charged to general ledger accounts for which they have budget responsibility (except for their own expenses or those incurred by their immediate supervisor). 
   Business expense reimbursements 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 Dartmouth 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 the policy at https://policies.dartmouth.edu/policy/joint-venture-policy

C. Abbreviations

AVPTM - Assistant Vice President Finance & Treasury Management
CAO - Chief Advancement Officer
CEO - Chief Executive Officer, Investments
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
DIO - Director, Investment Operations
EDAF - Executive Dean for Administration and Finance
EDGP - Executive Director of Gift Planning
EVP - Executive Vice President
IOM - Investment Operations Manager
LCS - Investment Legal & Compliance Services Manager
OSP - Office of Sponsored Projects
OGC - Office of General Counsel
PI - Principal Investigator
REO - Real Estate Office
SIOM - Senior Investment Operations Manager
SVPA - Senior Vice President for Advancement
VPAR - Vice President for Alumni Relations
SVPCOMM - Senior Vice President for Communications
SVPCPCO - Senior Vice President of Capital Planning and Campus Operations
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: 

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

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:

• Contracts with Design Professional
• 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(s) of the Resources Committee must be notified of all transactions with financial commitment expected to exceed $7 million (single year, or aggregate value if multi-year).

Commitments Greater Than $350,000: 

President's Division units:

• Approvals required for all commitments greater than $350,000 - One of the following: Executive Director, SVPCOMM, CHRO (for HR/Benefit Transactions), SVPA
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Provost Division units: 

• Approvals required for all commitments greater than $350,000 - One of the following: Provost, VPR, VP and Chief Information Officer, Dean of Libraries
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Finance Division units:

• Approvals required for all commitments greater than $350,000 - VP Finance & Controller
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Advancement units (Alumni Relations and Development): 

• Approvals required for all commitments greater than $350,000 - One of the following: CAO, VPAR, VPD, VPIPG, COOA
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Campus Services:

• Approvals required for all commitments greater than $350,000 - SVPCPCO
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Faculty of Arts and Sciences, Geisel, Thayer, Tuck, and Guarani:

• Approvals required for all commitments greater than $350,000 - Deans
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Student Affairs units:

• Approvals required for all commitments greater than $350,000 - Dean of the College
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

All other units not included in areas listed above

• Approvals required for all commitments greater than $350,000 - Responsible Dean or Vice President
• Additional approvals required: $350,001 - $1,500,000 - CFO or EVP
• Additional approvals required: Over $1,500,000 - CFO or EVP; and President or Provost

Commitments Up to $350,000: 

President's Division:

• Approvals required for all commitments up to $350,000 - Executive Director

Provost's Division:

• Approvals required for all commitments up to $350,000 - Provost, VPR

Finance Division:

• Approvals required for all commitments up to $350,000 - CFO

Advancement Division:

• Approvals required for all commitments up to $350,000 - CAO

Campus Services:

• Approvals required for all commitments up to $350,000 - SVPCPCO

Student Affairs:

• Approvals required for all commitments up to $350,000 - Dean of the College

Faculty of Arts and Sciences, Geisel, Thayer, Tuck, and Guarani Graduate School:

• Approvals required for all commitments up to $350,000 - Applicable Dean, Executive Dean or COO

Other Units not included in areas listed above:

• Approvals required for all commitments up to $350,000 - 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 $350,000 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.

For Master Services Agreements, Procurement and the requesting school/division should use best efforts to estimate the potential spend under the Master Services Agreement and use approval levels outlined above for signature requirements.  If the estimated potential spend under the Master Services Agreement is less than $350,000 but the vendor is likely to be used by multiple schools/divisions, the signature of the CFO is required.  Each Statement of Work under the Master Services Agreement must follow the signature requirements outlined above.

Faculty Authorization Levels by Title:

Professor in Residence, Lecturer – Authorized up to $25,000
Research Associates, Research Fellow – Authorized up to $100,000
Assistant Professor, Associate Professor, Professor, and all levels of Research Scientist, Analysts or Engineers – Authorized up to $350,000

Delegations of authority to approve invoices for payment against approved purchase orders or contracts may be at higher levels than those stated above.  Signature and invoice approval delegations of authority shall be filed with the Controller's Office.

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 AVPTM

To issue payments up to $200,000 drawn on Dartmouth accounts             

• Either:
  • Approving the payment release in OnBase by any one of the following:  EVP, CFO, or Controller; or
  • Approving the payment release in OnBase by any two of the following:   Executive Director for Finance Operations, Director of Financial Reporting or AVPTM.
• Exceptions: 
  • Facsimile Signature:  On checks for less than $50,000, a facsimile signature of the EVP, CFO, or Controller shall be sufficient, and no approval in OnBase is required

To issue payments over $200,000 drawn on Dartmouth accounts

• Approving the payment release in OnBase by any two of the following: 
  • EVP, CFO, or Controller; or
• Approving the payment release in OnBase by one of the above and any one of the following:
  • Executive Director for Finance Operations, Director of Financial Reporting or AVPTM.

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

• EVP, CFO, Controller, Executive Director for Finance Operations, Director of Financial Reporting, AVPTM, CEO, CIO, SIOM, or COOI

To make wire transfers from Dartmouth 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 Dartmouth 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: 
  • Executive Director for Finance Operations, Director of Financial Reporting, or AVPTM.

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

• CEO, CIO, COOI, Investment Office Managing Directors, or SIOM

To approve the setup of ACH debits from Dartmouth's bank accounts     

• EVP, CFO, or Controller; or
• Any two of the following:  
  • Executive Director for Finance Operations, Director of Financial Reporting, or AVPTM.

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 Dartmouth 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     

• EVP, CFO, Controller, or AVPTM

Borrowing

To issue debt within Board-approved limits

• Up to $50 million
  • Any two of the following: EVP, CFO, or Controller; or
  • AVPFTM with approval of EVP, or CFO; and
  • With additional approval by CEO if used for endowment purposes; and
  • with notice to the Chair of the Board of Trustees and the Chair(s) of the Resources Committee, and Chair of the Investment Committee if used for endowment purposes
• $50 million and over
  • CFO and either the EVP or Controller; and
  • With additional approval by CEO if used for endowment purposes; and
  • with the approval of the Chair of the Board of Trustees and the Chair(s) of the Resources 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, paying agents for borrowing, or remarketing agents  

• 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(s) of the Resources Committee

To authorize paydown of commercial paper and make payments on Lines of Credit           

• Any two of the following:
  • EVP, CFO, Controller or AVPTFM

Audit and Accounting Services

To select and engage the firm to audit Dartmouth's financial statements and related reports

• Controller, with approval of the Audit & Oversight 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, or 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 CEO, CIO or COOI:  
  • CEO, CIO, Investment Office Managing Directors, or COOI

To take actions necessary or incidental to the above commitments          

• CEO, CIO, COOI, Investment Office Managing Directors, DIO, SIOM, IOM or LCS

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  

• CEO, CIO, COOI, Investment Office Managing Directors, DIO, SIOM, or IOM

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

• CEO, CIO, COOI, Investment Office Managing Directors, SIOM, or IOM

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

• CEO, CIO, COOI, or Investment Office Managing Directors

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

• CEO, CIO, COOI, AVPTM, Investment Office Managing Directors, or DIO

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

• Up to $5,000:  SIOM, IOM or Investment Operations Associate
• Up to $100,000:  COOI
• Up to $350,000: CEO or CIO

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

• Open Market Sale less than or equal to $1,000,000:      
  • CEO, CIO or COOI (with approval from CEO or CIO) and either Vice President for Campus Services or Director of Real Estate, jointly;
• Open Market Sale >$1,000,000:
  • CEO, CIO or COOI (with approval from CEO or CIO) with approval from the Chair of Investment Committee, and either Vice President for Campus Services or Director of Real Estate; subject to approval by the Resources Committee of the Board of Trustees
• Sales Not Listed on Open Market:
  • If proposed sale price is within 90% of current recorded FMV then CEO, CIO or COOI (with approval from CEO or 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             

• CEO, CIO or COOI, with approval from the CEO or 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

• Transfer at current recorded FMV:
  • CEO or CIO and either Vice President for Campus Services or Director of Real Estate
• Transfer at less than current recorded FMV:
  • CEO or CIO and either Vice President for Campus Services or Director of Real Estate, subject to approval by the Resources Committee of the Board of Trustees

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, CAO, 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, CEO or CIO, and VPD, jointly, in consultation with General Counsel

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

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

To establish donor advised funds *          

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

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

• SVPA, CAO, VPD, VPPIPG, EDGP, CEO or 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, CAO, 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, CAO, 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 their 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: 

• Campus Services:
  • Chief Financial and Administrative Officer and Deputy to the SVPCPCO (CFAO)
  • Vice President of Energy and Facilities
  • Director of Engineering and Utilities
  • Associate Vice President for FO&M
  • Senior Director of Operations
  • Director of Campus Planning 
  • Senior Director of Project Management Services
  • Senior Director - Project Development
  • Director of Real Estate 
  • Director of Residential Operations
  • Associate Vice President of Business and Hospitality
  • Director of Environmental Health and Safety
• Professional Schools: 
  • Geisel - Geisel Chief Financial Officer
  • Thayer - Chief Financial and Administrative Officer
  • Tuck - Associate Dean for Finance and Administration
• The approvals below relate to real estate and facilities in the United States (except for those related to Guarini Off-Campus Programs, see below).  Transactions and/or contracts involving facilities outside the United States must be approved by the General Counsel, Provost, and EVP.

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
  • SVPCPCO or Director of Real Estate
  • For purchase or sale, notice to EVP or CFO
• $1,000,001 - $3 million
  • EVP or CFO; with
  • Notice to the Chair(s) of the Resources Committee
• over $3,000,000
  • President or Provost and EVP or CFO; and
  • Subject to the approval by the Resources Committee
• Over $10,000,000
  • Resources Committee and Board of Trustees

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

• Up to $1 million
  • SVPCPCO 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 or Purchase Options for residential properties  

• SVPCPCO or Director of Real Estate, with notice to EVP or CFO

Leases

• First year base rent up to $50,000
  • Geisel:  Geisel Chief Financial Officer
  • All other: Director of Real Estate or Residential Property Manager
• First year base rent $50,001 to $350,000
  • Geisel: Geisel Chief Financial Officer with notice to Director of Real Estate
  • All other: Director of Real Estate or CFAO
• First year base rent over $350,000
  • Geisel: Geisel Chief Financial Officer and Director of Real Estate, jointly, with notice to SVPCPCO
  • All other: SVPCPCO

Real estate taxes, water and utility payments     

• Up to $1 million
  • Director of REO or CFAO
• $1,000,001 - $2 million
  • SVPCPCO
  • 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.            

Capital Projects should be approved via the annual Capital Budget approval process. The approvals below are required for projects that require approval outside of the annual process.

Professional Schools and IT Projects

• $50,000 - $300,000
  • Professional Schools: Unit Director
  • IT Projects – Chief Information Officer

Campus Services Projects

• $50,000 – $200,000
  • CFAO
• $200,001 - $300,000
  • SVPCPCO; or
  • Associate Vice President for FO&M, for projects funded by capital renewal reserves

All projects

• $300,001 - $500,000
  • Facilities projects: SVPCPCO
  • IT projects:  CIO
• $500,001 - $1 million
  • EVP or CFO, with notice to the Chair(s) of the Resources Committee
• $1,000,001 - $3,000,000
  • President, with notice to the Chair of the Board of Trustees and Chair(s) of the Resources Committee
• Over $3,000,000
  • Board of Trustees: Resources Committee and full Board
• Projects over $10,000,000 must also follow the Capital Projects milestone approval process.
  • Capital projects funded in whole or in part from Infrastructure Renewal Funds must be for projects approved according to the Infrastructure Renewal Criteria and Priorities adopted by the Board of Trustees on February 18, 2021.
  • All projects must have an identified funding source, including those being funded in whole or in part from philanthropic gifts.
  • 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
For contracts and payments on contracts for Geisel construction and facilities services, see Appendix I

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

• Up to $100,000
  • Campus Services Project Managers; Thayer Unit Director; Tuck Unit Director
• Up to $350,000
  • Campus Services Senior Project Managers, Program Managers, and Assistant Directors; Thayer Unit Director; Tuck Unit Director
• Up to $500,000
  • CS: Unit Directors
  • Thayer and Tuck: Unit Director and Dean
• $500,001 - $1,000,000
  • SVPCPCO or CFAO
  • Thayer and Tuck: Unit Directors and Dean
• Over $1,000,000
  • SVPCPCO, CFAO, and Unit Director
  • Thayer and Tuck:  Unit Director and Dean

Construction change orders (within approved project budget)

• Individual Change Order Up to $100,000
  • Campus Services projects: Unit Director or Chief Operating Officer, CS
  • Thayer projects: Director of Facilities Planning and Operations or Unit Director
  • Tuck projects: Tuck Executive Director of Facilities, Operations and Events or Unit Director
  • Geisel Projects: Director of Facilities or Unit Director
• Individual Change Order $100,001 - $300,000
  • Campus Services: SVPCPCO
  • Thayer: Director of Facilities Planning and Operations and Unit Director
  • Tuck: Tuck Executive Director of Facilities, Operations and Events and Unit Director
  • Geisel: Director of Facilities and Unit Director
• Individual Change Order $300,001 and above
  • SVPCPCO

Total Construction Project Costs Exceeding Approved Budget

• Increase up to $300,000:
  • SVPCPCO
• Increase of $300,001 - $2 million:
  • EVP or CFO, with notice to the Chair of the Board of Trustees and Chair(s) of the Resources Committee if increase is over $1 million
• Increase over $2 million:
  • Chair of the Board of Trustees and Chair(s) of Resources Committee           

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

• SVPCPCO, Associate Vice President for FO&M, CFAO, or Director of Engineering – up to value of annual operating budget for energy or utility.
• With notice to EVP and CFO after the bid process is completed.
• For solar PPA contracts, this section refers to buying only the energy; for purchases of equipment, refer to Appendix A.

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 - $350,000
  • 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

The Chair of the Board of Trustees and the Chair(s) of the Resources Committee must be notified of all claims settlements exceeding $7 million.

Procurement of insurance
(Director of Risk Management and Insurance 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
  • Senior Associate Director of Risk Management and Insurance, or Associate Director of Risk Management and Insurance
• Up to $350,000
  • Director of Risk Management and Insurance
• $350,001 to $500,000
  • Director of Risk Management and Insurance, CFO, or EVP
• Over $500,000
  • Director of Risk Management and Insurance; and
  • CFO or EVP

Claims settlement – Insured Matters      
Amount of settlement (without regard to deductible or extent of insurance coverage):

• Up to $25,000
  • Claims/Insurance Specialist
• $25,001 to $100,000
  • Director, Senior Associate Director or Associate Director of Risk Management and Insurance
• $100,001 to 350,000
  • Director, Senior Associate Director or Associate Director of Risk Management and Insurance with notice to EVP
• $350,001 to $500,000
  • General Counsel; CFO or EVP; and Director of Risk Management and Insurance, jointly
• Over $500,000
  • President; General Counsel; EVP; and Director of Risk Management and Insurance, jointly
  • Approval by the CHRO is also required for settlement of all employment claims.
  • The General Counsel and Director or Associate Director of Risk Management and Insurance 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 Risk Management and Insurance
• $100,001 to $350,000
  • General Counsel, CFO, and senior administrator for operational unit, jointly, with notice to EVP and Director of Risk Management and Insurance
• $350,001 to $500,000
  • General Counsel, and CFO or EVP, and senior administrator for operational unit, jointly, with notice to Director of Risk Management and Insurance
• Over $500,000
  • President, General Counsel, EVP, and senior administrator for operational area, jointly, with notice to Director of Risk Management and Insurance
  • 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.

• Up to $2,000,000
  • Director, Assistant Director, Senior Grants Associate, Senior Grants Officer, Contracts Manager, or Grants Officer, OSP
• $2,000,001 - $5,000,000
  • Director, Senior Grants Associate, or Contracts Manager OSP
• Over $5,000,000
  • Director, OSP, or Vice Provost for Research

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, Assistant Director, Senior Grants Associate, Senior Grants Officer, Grants Officer or Contracts Manager, OSP
• $500,000 - $1,000,000
  • Director, Senior Grants Associate, or Contracts Manager, 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, services or equipment 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 they are 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 $350,000
  • PI; and
  • Dean's Designee jointly;
    -and-
  • OSP
• Over $350,000
  • 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 (outgoing or incoming)            

• 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 (outgoing or incoming )  

• Dean of Libraries with respect to works administered by the Libraries
• Director, Technology Transfer Office with respect to research-related materials (including software and/or other works)
• 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 or that are otherwise related to research

• 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 Dartmouth-owned trademarks   

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

State, federal and foreign jurisdiction trademark registrations and related documents     

• 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 Dartmouth 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 their 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 Chief Financial Officer
  Each is authorized to delegate to other Geisel staff members in writing authority to approve payments up to $25,000.

Contracts and payments on 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 Chief Financial Officer
• Up to $1,000,000 - Geisel EDAF
• Over $1,000,000 - Geisel EDAF, Dean of Geisel School, and SVPCPCO

Compensation Funding Agreement payments to DHMC components

• Geisel EDAF or Geisel Chief Financial Officer

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 $350,000  - 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
approved and effective January 21, 2022
approved March 3, 2023, and effective January 11, 2023
approved and effective March 2, 2024
approved June 7, 2024, and effective July 1, 2024

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
approved and effective March 3, 2020
approved June 8, 2020, and effective March 1, 2020
approved and effective April 13, 2021
approved June 15, 2022, and effective March 1, 2022
approved September 19, 2023, and effective September 1, 2023