Approval Authority Schedule Policy
Approval Authority Schedule Policy
Policy Type: Governance Process
Original Date Approved: May 2014
Date Revised: June 8, 2023
Purpose
To delegate approval authority to various levels of the College.
Levels of Authority
The following authorization levels apply:
- Level 1: Board of Governors
- Level 2: President
- Level 3: Senior Team
- Level 4: Direct Reports to Senior Team
- Level 5: Direct Reports to Level 4
- Initiator: End user
2.1 Below are operational procedures which outline the implementation procedures for approval authority and procedures for temporary or permanent changes.
Level of Control
3.1 Budgets will be controlled by line sub-total (Full-Time, Part-Time, Non-Salaried, and Capital) at Level 4 and approved at Level 3.
3.2 A higher level of authority may restrict, limit or authorize exceptions for approval authorities at lower levels. Such decisions must be communicated in writing.
3.3 No delegation authorizes amounts to be spent in excess of line sub-totals in each budget centre.
Delegation of Signing Authority
4.1 Assigned signatories must delegate, in writing, and in the requisition approval workflow software, approval authority to an alternate individual in their absence.
4.2 An alternate individual must have existing approval authority.
Areas of Authority Bank Accounts
| Minimum level of authority |
General Accounts | President Vice President (Signature from any two of the above) |
Special Projects Support Allowances | Level 5 – i.e. Dean, Director or Manager |
Cheques Issued Under $50,000 | President (digitized signature) Vice President, Finance & Administration (digitized signature) |
Cheques Issued $50,000 or greater | President or Vice President One of the above applied digitally and the other signed manually. |
Electronic Transfer Payments Under $50,000 | Finance Manager (online approval) |
Electronic Transfer Payments $50,000 or greater | Vice President Finance and Administration (manual signature) |
Procurement
The Cambrian Procurement Policy and Procedures must be followed for the acquisition of all goods, non-consulting services, consulting services and construction.
When determining the value of procurement for approval purposes do not take applicable sales taxes into consideration and do not reduce overall value of procurement by dividing a single procurement into multiple procurements.
Operating less than $100.00 (Petty Cash) $0.00 – $5,000 $0.00 – $25,000 $25,000 and Over | – Initiator + Level 5 or higher – Initiator + Level 5 – Initiator + Level 4 – Initiator + Level 3 |
Capital 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 |
Competitive Process Pre-Approval – required for all competitive procurement processes $10,000 or greater ($0 or greater for consulting services) | In accordance with operating/capital approvals above |
Non-Competitive Procurement Process Approval
Goods, Non Consulting Services and Construction $10,000 to $99,999 $0 to $99,999 | -VP of the respective Division -VP, Finance & Administration -VP of the respective Division -VP, Finance and Administration |
$100,000 to $999,999*
$1,000,000 or greater* | – President – VP of the respective Division – VP, Finance and Administration -VP of the respective Division -VP, Finance and Administration -President |
*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.
Budget
Annual Budget Mid-Year Review Third Quarter Review | Board of Governors |
Capital Construction project approvals. | Level 1 |
Cumulative change order less than 10% of original contract price. | Each change order must be approved by: Manager, Financial Services, Budget Vice President Finance and Administration |
Cumulative change order exceeding 10% of the original contract price. | Level 2 |