A. General Provisions
This policy governs who is authorized to sign contracts and spend funds on behalf of the University.
2. Procurement and Accounts Payable Policies
All purchases of goods or services are subject to Lesley’s procurement policy and accounts payable policies.
a. For purchases above $2,500 but less than $5,000
Procurement will help clarify needs and offer advice as to potential suppliers. After consultation, Procurement will issue an email approval for the purchase that must accompany the purchase order requisition or check request. Accounts Payable will not process payments without this approval.
b. For purchases between $5,000 and $10,000
Procurement will work with the purchaser to identify the best pool of qualified suppliers. The purchaser will then obtain bids from at least three suppliers and submit this documentation to Procurement prior to creating a requisition or ordering from a supplier. After reviewing these bids, Procurement will issue an email approval that, along with the bid documentation, must accompany the requisition or check request. Accounts Payable will not process payments without this approval.
c. For purchases greater than $10,000
Procurement will work with the purchaser to develop a Request for Proposal (RFP) that the purchaser will submit to the supplier community.
d. Information Technology
Departments should contact Information Technology (IT) on all technology purchases to ensure compatibility with the Lesley environment. Please email email@example.com to inquire about the compatibility and requirements of your technology purchases. Procurement works in conjunction with IT to facilitate technology purchases. All purchases, leases, or licenses of hardware, software, electronic devices, and technology related services must be approved in writing by the Chief Information Officer or his or her designee. Please use the Technology Procurement Approval Form which can be obtained by contacting the IT department directly.
e. Conflict of Interest and Vendor Gift Policies
All purchases of goods or services are subject to the University’s conflict of interest and vendor gift policies:
3. Legal Review
All contracts (as defined in section 4.a) (a) have a stated value of more than $50,000, (b) have a term of two years or more regardless of stated value, (c) are unusual or sensitive in nature regardless of stated value or term (e.g. relating to intellectual property or student data, or containing indemnification or exclusivity provisions) must be reviewed by the General Counsel before being signed. The General Counsel can be reached at firstname.lastname@example.org and 617-349-8505. Please also contact the General Counsel if you have any questions about whether a contract should be reviewed by the General Counsel.
a. The term “contracts” as used in this policy is meant to be interpreted broadly. The term “contracts” is generally meant to include, but is not limited to, any obligation between the University and any other party, whether written or oral, pursuant to which the University either provides or obtains goods or services, receives or makes a gift, grant or other pledge of funds, settles litigation or other disputes, or is otherwise obligated to or expects to receive something from another party. The term “contracts” includes purchase orders, sales or other transfers of University property or assets, grant applications (to individual donors, foundations, or government agencies), loans to third parties, and collaborative arrangements with third parties. Arrangements or agreements to borrow money for the University are also contracts, but are addressed separately in section B below.
This policy does not apply to offer letters, initial contracts, renewal contracts, and other arrangements for the hiring of part-time or full-time employees, including faculty. The President and the Provost adopted a separate policy on June 20, 2016, to address those matters.
b. The “Designated Officers” are the President, the Provost, the Chief Financial Officer, the Chief Operations Officer, the Chief Human Resources Officer, and the General Counsel.
5. Additional Documents
All persons designated as having signature authority under this policy are authorized to execute, acknowledge, and deliver to external parties, in the name and on behalf of the University, any and all agreements, documents, or other instruments that they determine to be necessary or appropriate to carry out the transactions authorized by such person pursuant to this policy.
6. Changing Titles
The President and the Chief Financial Officer are authorized to modify delegations under this policy to reflect changes in titles of positions having essentially the same functions.
7. Authority Given by this Policy Only
Except as provided in this policy, no faculty member, staff member, or student has authority to enter into any contract or financial commitment on behalf of the University. Individuals who purport to enter into contracts or financial commitments on behalf of the University 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.
8. Form of Approval, Delegation, or Notice
For purposes of this policy, any written approvals, delegations, or notices must be made either on paper or by email, facsimile, or emailed PDF transmissions.