Signature and Requisition Authority Policy

Summary of Policy

This Policy is intended to ensure 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.

Affected Parties

All Groups

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 (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 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 Appendix A of this policy for guidelines regarding delegation of authority for general business transactions by grade level or faculty title. 

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

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

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 for 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:

  • 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.

 

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.

 

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

 

Transactions covered by other appendices must be reviewed by the Office of the General Counsel for legal risk to the extent specified.

 

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 $5 million (single year, or aggregate value if multi-year).

Required Approvals by Amount: 

Advancement units (Alumni Relations and Development)

  • Approvals required for all commitments greater than $250,000 - One of the following: SVPA, VPAR, VPD, VPIPG, COOA
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost

Campus Services

  • Approvals required for all commitments greater than $250,000 - VPCS
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost

Dean of the College units

  • Approvals required for all commitments greater than $250,000 - Dean of the College
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost 

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

  • Approvals required for all commitments greater than $250,000 - Deans
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost

Finance & Administration Division units

  • Approvals required for all commitments greater than $250,000 - One of the following: CFO, CHRO (for HR/Benefit Transactions)
  • Additional approvals required: $250,001 - $1,000,000 - EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost

President's Division units

  • Approvals required for all commitments greater than $250,000 - One of the following: Executive Director, VPCOMM
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost

Provost Division units

  • Approvals required for all commitments greater than $250,000 - One of the following: Provost, VPR, VP and Chief Information Officer, Dean of Libraries
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost 

All other units not included in areas listed above

  • Approvals required for all commitments greater than $250,000 - Responsible Dean or Vice President
  • Additional approvals required: $250,001 - $1,000,000 - CFO or EVP
  • Additional approvals required: Over $1,000,000 - CFO or EVP; and President or Provost

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.

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 $250,000 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.

Grade Level or Faculty Title

Authorization Level
Any regular employee with purchasing responsibility Up to $5,000
Regular administrative staff, Adjunct Faculty, Professor in Residence, Lecturer Up to $25,000
Professional staff positions, Research Associates, Research Fellow Up to $100,000
Institutional leadership positions, Assistant Professor, Associate Professor, Professor, and all levels of Research Scientist, Analysts or Engineers Up to $250,000

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 on the same form.

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,

jointly

To issue payments up to $200,000 drawn on Dartmouth accounts at banks and similar financial institutions

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 at banks and similar financial institutions

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 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 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

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

Over $25 million

EVP and either the CFO 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 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(s) of the Resources Committee

To authorize non-scheduled 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 Dartmouth's outside auditors

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, Managing Directors, or COOI

To take actions necessary or incidental to the above commitments

CEO, CIO, COOI, 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

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

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 Investment Operations Manager

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, 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: CEO or CIO

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

Subject to the approval by the Resources Committee of the Board of Trustees

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;

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

Subject to the approval by the Resources Committee of the Board of Trustees

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, jointly;

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

Subject to the 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

Subject to approval by Resources Committee of the Board of Trustees

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.

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, CEO, 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 CEO or CIO, as appropriate)

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

SVPA, 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, 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 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 in Campus Services:
    • Chief Operating Officer, CS
    • Director of Engineering and Utilities
    • Associate Vice President for FO&M
    • Director of Campus Planning 
    • Director of Project Management Services
    • Director of Real Estate 
    • Director of Residential Operations
    • Associate Vice President of Business and Hospitality
    • EHS: Director of Environmental Health and Safety
  • 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

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 Chair(s) of each of the Resources Committee

over $3,000,000

President or Provost and EVP or CFO; and

Subject to the approval by the Resources Committee

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 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 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.

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.

$50,000 - $300,000
VPCS; or 
Associate Vice President for FO&M, for projects funded by capital renewal reserves; or
Chief Information Officer in the case of IT Projects 

$300,001 - $1,000,000
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 Director of Facilities Planning and Operations; or Tuck Executive Director of Facilities, Operations & Events

Up to $250,000 

Campus Services Senior Project Managers, Program Managers, and Assistant Directors; Thayer Chief Financial & Administrative Officer; Tuck Associate Dean and Chief Financial & Administrative Officer 

Up to $500,000

Unit Directors

$500,001 - $1,000,000

VPCS or Chief Operating Officer, CS

Over $1,000,000

  • VPCS, Chief Operating Officer, CS, and Unit Director, jointly.
  • For the Thayer School and the Tuck School, approval is also required from the 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 Chief Financial & Administrative Officer
•    Tuck projects: Tuck Executive Director of Facilities, Operations and Events or Associate Dean and Chief Financial & Administrative Officer
•    Geisel Projects: Director of Facilities and Director of Finance, jointly

Individual Change Order Over $100,000
VPCS

Total Construction Project Costs Exceeding Board-Approved Levels

 

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 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)

VPCS, Associate Vice President for FO&M, Chief Operating Officer, CS, 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. 

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

Off-Campus Programs Abroad

Office or Classroom Leases

$50,001 - $100,000

Executive Director of Off-Campus Programs or Director of Budget & Fiscal Affairs

Off-Campus Programs Abroad

Office or Classroom Leases

$100,001 - $250,000

Director of Budget & Fiscal Affairs

Off-Campus Programs Abroad

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 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
Associate Director of Risk Management and Insurance

Up to $250,000
Director of Risk Management and Insurance

$250,001 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, jointly

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 of Risk Management and Insurance, Associate Director of Risk Management and Insurance

$100,001 to $250,000
Director or Associate Director of Risk Management and Insurance with notice to EVP

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

$250,001 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 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 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 $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 (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 work
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 Director of Finance

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 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 EDAF or Geisel Director of Finance

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

approved and effective January 21, 2022

approved March 3, 2023, and effective January 11, 2023

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

Policy ID

024-0040

Effective Date

September 1, 2023

Last Revised Date

January 11, 2023

Division

Finance & Administration

Office of Primary Responsibility

Finance

Office(s) of Secondary Responsibility

Office of the General Counsel (OGC)

Last Reviewed Date

January 11, 2023

Next Review Date

2024

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