When booking an event, catering, or engaging any supplier, you may be asked to sign a document such as a contract, agreement, or confirmation.鈥疦ot everyone鈥痠s authorized to鈥痵ign Contracts on behalf of the University.鈥�
[Please note:鈥痳outine financial transactions,鈥痵uch as purchase requisitions, purchase orders, advances, and the sale of goods and services invoiced by Finance Accounts Receivable,鈥痙o鈥痭ot鈥痜all under the鈥疨olicy on the Approval of Contracts and Designation of Signing Authority鈥痺hen they are issued pursuant to an鈥痚xisting approved Contract鈥痮r an鈥痚stablished institutional process鈥�(see Policy, section 9.1)]鈥�
惭肠骋颈濒濒鈥檚鈥�Policy on the Approval of Contracts and Designation of Signing Authority鈥痚stablishes鈥痑 clear framework for the approval and signing of Contracts to ensure proper delegation of authority, financial stewardship, accountability, and effective risk oversight, supporting the responsible management of鈥疷niversity鈥痳esources and consistent decision-making across the institution.鈥�赌�
Before signing, always consult the鈥�List of Signing Officers and Delegations (PDF)鈥痑vailable on the Secretariat鈥檚 website.鈥疶his list鈥痠dentifies鈥痶he authorized signatories for each faculty and鈥痷nit, and鈥痠s periodically updated.鈥�
It is important to remember that when an authorized individual signs a Contract, they are legally binding the University as a whole,鈥痭ot just their unit, department, or faculty.鈥疐or this reason, Signing Officers and Delegates must ensure that鈥痑ppropriate financial鈥痑nd risk assessments have been completed to protect the University鈥檚 mission, resources, and reputation鈥痓efore any Contract is executed.鈥�
Signing a document 鈥渏ust to move things along鈥� can create compliance issues and delays, and in鈥痵ome cases,鈥痳isks鈥痮f personal liability.鈥疘f you believe you may have signed a Contract in the past without proper authority, please鈥痵elf-report鈥痓y contacting the鈥痑ppropriate Signing鈥疧fficer for your鈥痷nit or鈥痜aculty.鈥疘n cases where the value of鈥痶he鈥痗ontract is鈥痝reater鈥痶han鈥痶he鈥疭igning Officer鈥檚鈥痮r delegate鈥檚鈥疓eneral Authority, a report of non-compliance must鈥痑lso鈥痓e鈥痵ubmitted鈥痶o鈥痶he Secretariat (signingpolicy.secretariat [at] mcgill.ca).鈥�
Please note that when signed Contracts are鈥痵ubmitted鈥痶hrough鈥＝巧缜� Market Place鈥�(MMP), Procurement Services will verify signing authority. Contracts signed by an unauthorized individual may result in the requisition being rejected, which can delay your request. We therefore encourage planning ahead when鈥痜inalizing鈥痚vent-related or supplier Contracts.鈥�
If you have any questions, please contact鈥疨rocurement Services鈥痮r the鈥疭ecretariat.鈥�
Please if you are interested in attending a future information session on signing authority. The session will cover who is authorized to sign contracts within your unit, the applicable policy and rules, where to find the right tools and resources, and what to do if a contract is signed by someone without proper authority.
For more info and鈥痳esources鈥痸isit:鈥�University Signing Policy | Secretariat - 海角社区鈥赌�
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