F3 – Signing Authority

Originator: Controller
Approver: President’s Council
Effective: June 13, 2006
Replaces: April 1994

Introduction

In order to ensure that only authorized personnel of Red River College can commit to an expenditure and can authorize a payment by the College, a signing authority delegation document must be in place. This delegation emanates from Section 16 (a) of The Colleges Act which requires the Board of Governors to manage the business affairs of the College in a prudent and legal manner.

1.0 – Resolution on the Execution of Documents

1.1

Section 48 of The Colleges Act, C.C.S.M. c. C150.1 (the “Act”) deals with the execution of documents to which the Board is a party;

1.2

Subsection 13.01 of Board By-law No. 1/93 (the General By-law) provides that documents required to be in writing and to which the Board is a party are properly executed if the corporate name of the Board is witnessed by the signatures of:

a) the Chairperson of the Board, or another person authorized by resolution of the Board from time to time; and

b) the President of the College, or other officer of the College authorized by resolution of the Board from time to time.

1.3

In accordance with section 48 of the Act and subsection 13.01 of Board By-law No. 1/93, any documents required to be in writing and to which the Board is a party may be signed jointly by any person described in clause (a) and any officer of the College described in clause (b), however, they cannot be the same person, and these persons are hereby appointed as authorized signing officers of the Board for this purpose:

a) For the Purposes of 48a) – Persons:

the Chair of the Board
the Vice-Chair of the Board
the President of the College
the Vice-President, Academic
the Vice-President, Finance and Administration
the Executive Director, Academic
the Executive Director, Community and Student Services
the Executive Director, Finance and Campus Services
the Executive Director, Indigenous Strategy
the Executive Director, Research Partnerships & Innovation
the Executive Director, Strategy and Communications
the Chief Human Resource Officer
the Chief Information Officer
the Chief Capital Projects Officer
the General Counsel
the Dean, School of Business and Applied Arts and School of Hospitality and Culinary Arts
the Dean, School of Continuing Education
the Dean, School of Education, Arts and Sciences
the Dean, School of Health Sciences and Community Services
the Dean, School of Indigenous Education
the Dean, School of Skilled Trades and Technologies
the Director, Ancillary Services
the Director, Campus Planning and Sustainability
the Director, Centre for Learning and Program Excellence
the Director, College and Public Relations
the Director, Development
the Director, Enrolment Services and Registrar
the Director, Facility Management
the Director, Financial Services
the Director, Food Services
the Director, Human Resource Services
the Director, Indigenous Student Support and Community Relations
the Director, Information Technology Solutions
the Director, International Education
the Director, Library Services
the Director, Marketing and Web Presence
the Director, President’s Office
the Director, Procurement and Logistics
the Director, Regional Services
the Director, Safety and Health Services
the Director, Security Services
the Director, Student Support Services
the Directors, Technology Access Centres
the Senior Facility Manager, Notre Dame Campus
the Senior Project Manager, Project Management Office
the Research Program Manager
the Manager, Human Resources Services
the Manager, Human Resource Systems
the Manager, Procurement and Logistics
the Executive Administrator to the Board
the Human Resource Consultants

b) For the Purposes of 48b) – Officers:

the President of the College (Chief Executive Officer)
the Executive Administrator to the Board (Secretary)
the Vice-President, Finance and Administration (Treasurer)
the Vice-President, Academic
the Executive Director, Academic
the Executive Director, Community and Student Services
the Executive Director, Finance and Campus Services
the Executive Director, Indigenous Strategy
the Executive Director, Research Partnerships & Innovation
the Executive Director, Strategy and Communications
the Chief Human Resource Officer
the Chief Information Officer
the Director, Human Resource Services

1.4

Should there be any discrepancy between this Policy and the Board of Governor’s Resolution on the Execution of Documents, the Board policy shall prevail.

1.5

Title changes do not preclude signing authority.

2.0 – Policy D3 – Purchasing

2.1

The Procurement Services Department has the authority to commit the College to binding agreements such as purchase orders, equipment leases and contracts from all sources of College funds. This includes the general operating budget, research funds, capital funds and other monies held in trust for special purposes.

3.0 – RRC Procurement Authority Delegation and Approval

3.1

Generally, within guidelines described and Policy D3 – Purchasing, individuals may initiate purchases covered by funds approved in their budgets or assigned to them for special purposes.

3.2

Colleague Finance will enable authorized members of the College to requisition purchases using online approvals. Colleague Finance includes budget controls to ensure that only individuals with budget authority and their delegates can initiate purchases. At all times, requesters must follow the policies and procedures as outlined in the Resolution on the Execution of Documents and Policy D3 – Purchasing.

3.3

Individuals approve the requisition in Colleague Finance under their user ID. The Procurement Services Department will not process the purchase until satisfied that such certification has been properly made.

3.4

The Approval level positions will be authorized as follows:

Purchase Amount $0-$750 $751-$25,000 $25,001-$100,000 $100,001-$300,000 over $300,000
Level 1 President, Vice-Presidents,

Associate Vice-Presidents

yes yes yes yes Requires approval letter from COPSE
Level 2 Deans and Directors who report to Level 1 managers yes yes yes additional signature from Level 1 additional signature from Level 1 & approval letter from COPSE
Level 3 Chairs, Managers,

Program Officers,

Directors who report to Level 2 managers and other authorized budget centre managers

yes yes additional signature from Level 2 additional signatures from Level 2 and Level 1 additional signatures from Level 1 & 2 & approval letter from COPSE
Level 4 Staff delegated by Level 1, 2 or 3 managers yes no no no no
NOTE: Exceptions to the above may only be made with the approval of the Vice President, Finance and Administration.

3.5

College Purchasing Cards should be used for all transactions under $750. Where credit card use is acceptable to the vendor, no purchase order is required. Purchasing Card holders have been pre-certified by an authorized approver.

3.6

Purchase Systems Contracts are negotiated on a regular basis for frequently ordered items such as paper, toner, office supplies and small tools. The appropriate budget authority will supply the Procurement Services Department with the names of the staff authorized to order these items. Procurement Services Department will ensure the vendor only accepts orders from authorized staff for authorized budget centres.

3.7

RRC Printshop orders requiring the Press Equipment must follow the approval process. Photocopying and standard stationery orders do not require additional approval.

3.8

Orders over $300,000 require approval from the Council on Post-Secondary Education (COPSE). A letter, composed by Procurement Services or Corporate Legal and Insurance Services and signed by the Chair of the Board of Governors, must be sent requesting COPSE approval.

3.9

The following procurement requests require additional Policy Class Approval:

  • Staff Development travel – See Best Practice Guideline 201 – Travel and Entertainment.
  • Outside services to a non-incorporated business – all requests must be approved by a Human Resource Services designee.
  • Radioactive materials – all requests must be approved by an Environmental Health and Safety designee.
  • Contracts, including Fee-for-Service and Leases – all must be approved by a Corporate Legal and Insurance Services designee.
  • Renovations and facility leases – all must be approved by a Design, Planning and Construction designee.
  • Advertising – all requests must be approved by a College Relations designee.
  • Computer related purchases – all requests must be approved by an Information Technology Solutions designee.
  • Audio Visual Equipment – all requests must be approved by a Library Services designee.

Related Policies

Board Resolution on the Execution of Documents
Board Policy 2.2 – Asset Protection
D3 – Purchasing
F10 – Categories of Employment
Best Practice Guideline 104 – Development and Administration of Agreements – Corporate Legal Services
Best Practice Guideline 201 – Travel and Entertainment