BUSINESS AND SUPPORT SERVICES
PURCHASING AND ACQUISTIONS
SIGNATURE AUTHORITY

Policy

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SIGNATURE AUTHORITY

Recognizing that a system of good internal control in an accounting system requires certain checks and balances, the Board of Trustees of Navarro College authorizes the following signature authorizes the following signature authorities on instruments of the College.

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REQUIRED SIGNATURES

I. CHECKS/ELECTRONIC FUNDS TRANSFER – ALL FUNDS OTHER THAN PAYROLL AND TRANSFER

• $0.00 to $5,000.00 – Original or facsimile signature of Director of Business Services and Cashiers Office

• $5,000.oo to $50,000.00 – Original signature of Director of Business Services and Cashiers Office and Vice President for Finance and Administration. In the absence of either of these signers, the Chief Executive Officer will be substituted.

• $50,000.00 and over – Original signature of Office of Board of Trustees (Chairman, Vice-Chairman, or Secretary/Treasurer) and Vice President of Finance and Administration or the Chief Executive Officer.

 

II. CHECKS – PAYROLL FUND (FOR ALL AMOUNTS)

• Checks to Employees – Original or facsimile signature of the Chief Executive Officer of the College and Director of Business Services and Cashiers Office. In the absence of either of these signers, the Vice President of Finance and Administration may be substituted.

 

III. CHECKS – TRANSFERS AND PAYROLL ITEMS

• Original or facsimile signature of Director of Business Services and Cashiers Office.

 

IV. BUDGET ADJUSTMENTS

• $0.00 TO $9,999.99 – Signature of Appropriate Director/Dean, and Director of Business Services and Cashiers and the Director of Budget and Procurement

• $10,000 to $25,000 – Signature of Appropriate Deans, Division Vice President, and the Director of Budget and Procurement.

• $25,001 and over – Signature of Appropriate Deans, Division Vice President, Vice President for Finance and Administration, and the Chief Executive Office of the College, and the Director of Budget and Procurement.*

*The Director of Business Services and Cashiers Office or the Chief Accountant will sign off on all documents $10,000 and over once all other approvals are obtained.

 

V. PURCHASE REQUISITIONS, TRAVEL EXPENSE VOUCHERS, AND RELATED DOCUMENTS (PENDING BUDGETED FUNDS AVAILABILITY)

• $0.00 to $5,000.00 – Signature of Appropriate Director/Dean and Purchasing Officer

• $5,000.01 to $9,999.99 – Signature of Appropriate Director/Dean, Director of Budget and Procurement

• $10,000 to $25,000 – Signature of Appropriate Director/Dean, Director of Budget and Procurement, and Director of Business Services and Cashiers Office.

• $25,001 to $50,000 – Signature of Appropriate Deans, Director of Budget and Procurement, Director of Business Services and Cashiers Office, and Vice President for Finance and Administration.

• $50,001 and over - Signature of Appropriate Dean, Director of Budget and Procurement, Director of Business Services and Cashiers Office, Vice President for Finance & Administration, and the Chief Executive Officer of the College.

*The Director of Business Services and Cashiers Office or the Chief Accountant will sign off on all documents $25,000 and over once all other approvals are obtained.

 

VI. CONTRACT FOR PERSONNEL SERVICES

• Part-time/Instruction – Appropriate Dean and Director of Payroll and Accounts Payable and/or the Director of Business Services and Cashiers Office

• Part-time/Other – Appropriate Dean/Director/Executive Officer

• Full-time – The Chief Executive Officer of the College

 

VII. GRANT APPLICATIONS, CONTRACTS FOR GOODS OR SERVICES WITH GOVERNMENTAL AND PRIVATE AGENCIES (INCLUDING CONSTRUCTION-RELATED CONTRACTS), AND RESOLUTIONS FOR INTERLOCAL AGREEMENTS

Any contract that binds the College to an exclusive contract must be approved by the Chief Executive Officer.

• $0,00 to $50,000.00 – Original signature of Vice President for Finance and Administration.

• $50,001.00 and over – Original signature of Vice President for Finance and Administration and the Chief Executive Officer. Construction-related contracts must have Board approval.

• All Resolutions for Interlocal Agreements must be approved by the Board of Trustees.

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Date Issued: January 22, 2015

Updated: April 29, 2021