Cambrian College of Applied Arts and Technology
Approved by: Senior Executive Committee Board of Governors
Effective Date: March 25, 2011
Replaced: December 2009
1.0 PURPOSE
To delegate approval authority to various levels of the Cambrian College organization.
2.0 LEVELS OF AUTHORITY
The following authorization levels apply:
Level 1: Board of Governors
Level 2: President
Level 3: Senior Executive
Level 4: Direct Reports to Senior Executive
Level 5: Direct Reports to Level 4
Level 6: Other budget holders as assigned
2.1 Attached are operational procedures which outline the implementation procedures for approval authority and procedures for temporary or permanent changes.
3.0 LEVEL OF CONTROL
Budgets will be controlled by line sub-total (Full-Time, Part-Time, Non-Salaried, Capital) at Level 3.
4.0 ALTERNATES/EXCEPTIONS
4.1 Assigned signatories must designate, in writing, signing responsibility to an alternate individual in their absence.
4.2 A higher level of authority may restrict, limit or authorize exceptions for approval authorities at lower levels. Such decisions must be communicated in writing
4.3 No delegation authorizes amounts to be spent in excess of line sub-totals in each budget centre.
March 25, 2011 December 2009
Areas of Authority
|
|
AREA | MINIMUM LEVEL OF AUTHORITY |
| 5.0 Bank Accounts | ||
| 5.1 | (i) General Account
(ii) Bursary Account |
President
Vice President (Any two of the above). |
| 5.2 | Special Projects
Support Allowances
|
Level 5 |
| 5.3 | Cheques Issued Using the Cheque Writing Machine:
$0 to $50,000.00
|
President
Vice President, Finance & Administration
|
| $50,000.00 and greater | President or Vice President
One of the above applied by machine and the other signed manually
|
|
| 6.0 Goods and Services* | ||
| 6.1 | Operating less than $100.00 (Petty Cash)
$0.00 – $1000.00
$0.00 – $5,000.00
$0.00 – $25,000.00
$25,000 and Over |
Initiator
Initiator + Level 6
Initiator + Level 5
Initiator + Level 4
Initiator + Level 3
|
| 6.2 | For those items which have been approved as part of the capital budget process (College and Provincial), signing authority extends to the amounts identified in the approval documents. | Initiator + Level 4 |
| * The Cambrian Procurement Policy and Procedures must be followed for the acquisition of all goods and services. | ||
March 25, 2011 December 2009
| 7.0 Annual Budget – Revisions | ||
| 7.1 | The Board of Governors of Cambrian College will consider for approval proposed revision to the annual budget, if any, with each quarterly budget report. | Board of Governors |
| 8.0 Capital Construction Projects | ||
| 8.1 | Capital Construction project approvals. | Level 1
|
| 8.2 | If the final cost is greater than the approved amount by less than 10%, provided it does not exceed the annual budget approved by the Board.
|
Level 2 |
| 8.3 | If the final cost is greater than the approved amount by 10% or more, or if the final cost exceeds the annual budget approved by the Board of Governors. | Level 1 |
| 9.0 Contracts
All contract vehicles (templates) must FLOW through the Finance and Administration office to ensure proper compliance with Procurement Policies, Signing Authority, Insurance Requirements and proper record retention. |
||
| 9.1 | Multiyear Contracts
Contracts for service which bind the college, and extend beyond the current fiscal year. |
Vice President, Finance & Administration and the Divisional Vice President |
| 9.2 | Fiscal Year Contracts
Contract for service which binds the college for the current fiscal year. |
|
| Threshold * | Designate | |
| Purchase Order | Senior Buyer or designate | |
| Under $5,000 | Budget Holder or designate | |
| $5,000 up to, but not including $25,000 | Director, Finance and Divisional Dean or Director | |
| $25,001 up to, but not including $1M | Divisional Vice President or designate | |
| + $1M | President or designate | |
* NOTE: Thresholds are total commitment throughout the contract term.
Title Approval Authority Schedule
March 25, 2011 December 2009
| 10.0 Non-Competitive Procurement (waiver) | ||
| for Goods and Non Consulting Services | ||
| 10.1 | $5,000 to $50,000
$50,001 to $1M |
Vice President of the respective Division and
Vice President, Finance & Administration
Vice President of the respective Division Vice President, Finance and Administration President |
| for Consulting Services | ||
| 10.2 | $0 to $50,000
$50,001 to $1M |
Vice President of the respective Division and
Vice President, Finance & Administration
Vice President of the respective Division Vice President, Finance and Administration President |
| 10.3
|
All non competitive procurements of $100,000 or more must adhere to the strict requirements outlined in the Agreement on Internal Trade (AIT) which lists the limited exemptions, exceptions, or non-application clauses and other applicable trade agreements.
To ensure compliance with the Agreement on Internal Trade the Senior Buyer must approve all waivers greater than $100,000.
For detailed information on the Agreement on Internal Trade please go to StaffNET-Purchasing-Procurement Policy & Procedures |
|