UWSP Signature / Contracting Authority
Only a small number of individuals at the University of Wisconsin-Stevens Point have been delegated the authority to sign contracts on behalf of the University. Those individuals – authorized signers - derive their authority from either the Board of Regents of the UW System, pursuant to Chapter 36 of the Wisconsin Statutes or, specifically for the Purchasing Director, with the Wisconsin Department of Administration has been granted authority pursuant to Chapter 16 of the Wisconsin Statues.
Consult the information below to determine whether a document requires an official University signature, and to determine the appropriate process for obtaining such a signature.
Delegation of Authority
On behalf of the Board of Regents, through Regent Policy Document 13-1, the President of the UW System has delegated to the Chancellors of their respective institutions signature authority of their institution. Further delegation of contracting authority by Chancellors is permitted for most contracts to designated and named university officials. Individuals authorized to sign contracts are expected to have the necessary information and expertise to fully understand the implications of making such commitments. In addition, persons with this authority are expected to perform appropriate due diligence activities to ensure that any attendant liabilities are identified and can be effectively managed.
Individuals listed on the 'Authorized Signers of Contracts for UW-Stevens Point' are official University authorized signers who have received delegated authority from the Chancellor or Department of Administration.
Requests to receive, change or remove delegated signature authority from the Chancellor must be sent in writing to the Vice Chancellor for Business Affairs.
Anyone who is unsure as to their authority to sign contracts on behalf of the University should not sign a document until after consulting with the Controller or Vice Chancellor for Business Affairs. It is critical that all documents binding the university be properly signed by an individual with authority; a document that is signed outside of proper signature authority may not be legally binding. An employee who signs an agreement without the authority to do so could be personally liable for any damages incurred as a result, because the individual acted outside the scope of his/her authority.
Types of Contracts
Any contract which intends to create a binding legal or financial obligation upon the University will require an official University signature to be a valid. The actual title of the document in question is not important, as a 'contract,' an 'agreement,' or a 'memorandum of understanding' each have the potential to legally obligate the University to undertake certain actions or pay certain amounts.
If there is any doubt whether a contract or other document might require an official University signature, do not sign anything. Contact the Controller or Vice Chancellor for Business Affairs and request a review of who has the authority to sign the document.
Additional terms related to binding contracts include, but are not limited to: grant, memorandum of agreement, memorandum of understanding, certification, release, lease, revenue royalty agreement.
Contracts Requiring Regent or UW System Approval
Regardless of designated signature authority, each of the following types of documents likely require approval by UW System or the Board of Regents prior to signature:
- Any agreement for which the total actualized value may exceed $1,000,000
- Contracts for large or high-risk information technology projects, as defined in Regent Policy Document 25-4
- Agreements that contemplate or commit establishment of an academic program which has not had prior Regent approval;
- Agreements involving construction or modification of facilities that require UW System Capital Budget or State Building Commission approval;
- Sales, trades, purchases, and gifts of real property, and leases which would permit a privately owned or operated facility to be constructed on state-owned land;
- Grants from and contracts with private, profit-making organization and the cumulative amount of the agreement and its predecessor agreements is more than $1,000,000;
- Any other grants or contracts that, in the judgment of the President of the UW System or the relevant Chancellor, warrant Board review.
Purchasing/Procurement Contracts
Unlike other contracts the University enters into, the campus authority to enter into procurement contracts derives from Section 16 of the Wisconsin Statutes, with delegation directly from the Department of Administration. Contracts under which the University is to receive either goods or services must be sent to the Purchasing department for signature by the Purchasing Manager or a delegated Purchasing Agent. If your department has a delegated Purchasing Agent, purchasing contracts may be sent to that Agent for negotiation, and review before being sent to the Purchasing Manager for signature. If your department does not have a delegated Purchasing Agent, you should work with the central Purchasing office.
General Signatories/Limited Delegation
The authority to sign all other contracts derives from delegation by the Board of Regents under Chapter 36 of the Wisconsin Statutes. As listed on the 'Authorized Signers of Contracts for UW-Stevens Point' at the top of this page, there are individuals listed who have authority to sign any contract for the University on behalf of the Board of Regents of the UW System. However, other University personnel have been granted limited authority to sign certain contracts within their area of expertise.
All authorized signers must:
- Must have written delegation from the Chancellor which is annually recertified to ensure delegations are current and employees are exercising their signature authority properly.
- Individuals are delegated contract signature authority only for the specific documents, or types of documents, needed to allow them to perform the responsibilities of their positions efficiently and effectively.
- An individual granted this delegation may not further delegate these responsibilities; this authority remains solely with the Chancellor respectively.
- Individuals delegated contract signature authority are considered “contracting personnel" and subject to the conflict-of-interest reporting requirements of Ch. UWS 8, Wis. Admin. Code.
Requests to receive, change or remove delegated signature authority from the Chancellor must be sent in writing to the Vice Chancellor for Business Affairs.
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