All vendor contracts can only be signed by an authorized signer from the Executive Team at The University Corporation (TUC):
- Executive Director
- Chief Financial Officer
- Managing Director, Research & Sponsored Programs (RSP)
- Administrative Services Director
For contracts that are to be paid by sponsored projects, only the Managing Director, RSP, Controller, Chief Financial Officer, or Executive Director may sign the contract.
Principal Investigators (PIs) or project staff are not authorized to enter into any contractual agreement on behalf of The University Corporation. Rather, the Principal Investigator or other authorized signer must provide written document (email or memo) indicating their approval of the conditions of the contract.
Vendor Contract Over $10,000
If the total value of the vendor contract exceeds $10,000, including all freight, shipping and handling fees, and taxes, a TUC Purchase Order form is required. Please refer to Office of Management and Budget (OMB) M-18-18 memo (Micro-Purchase and Simplified Acquisition Threshold). TUC policies regarding bids or sole source documentation apply as well.
If the vendor contract contains incremental payment milestones, it is the responsibility of the PI or authorized signer to initiate the payment via a written approval.
Down payments specified in the vendor contract can be issued immediately at the time the contract is executed. Subsequent installments, however, need the approval by the PI or other authorized signer prior to payment. This approval can be made via email/memo.
Optional Use of Check Requests
A check request can be utilized, but it is not required as long as the PI or authorized signer has signed the PO, approved the contract in writing, and sent written approval for each incremental payment.
Initiating Incremental Payments
It remains the responsibility of the PI/authorized signer to approve any incremental payments other than a deposit or down payment so that TUC is aware that work has been completed and milestones were met to the satisfaction of the PI/authorized signer.
Date of Last Revision: 06/14/19
Accounts Payable Department
Phone: Main: (818) 677-7289