Summary of Authorizations/Approvals

  1. Office & Department Directory
  2. Business Office
  3. Summary of Authorizations/Approvals

Approvals to Purchase Goods or Services

(Requisitions to create Purchase Orders)

  • Up to $1,500 - Appropriate Buyer
  • Greater than $1,500 up to $10,000 - Purchasing Director, Applicable Senior Staff, or Department Head
  • Greater than $10,000 up to $100,000 - Applicable Senior Staff or VP Finance & Administration
  • Greater than $100,000 requires Division VP AND VP for Finance & Administration or President

Contracts

  • Speaker, Performer, Art Loan and other SLU approved template Contracts up to $5,000 - Academic Department Chairs
  • Student Life up to $10,000 (excluding leases) - VP for Student Life, Hagi Bradley (or Designee)
  • University Communications up to $10,000 (excluding leases) - VP of Communications, Paul Redfern (or Designee)
  • University Advancement up to $10,000 (excludes leases) - VP of Advancement, Thomas Pynchon (or Designee, Joe Keniston)
  • Contracts up to $25,000 (excludes leases) - Purchasing Director, Nick Ormasen
  • Facilities Contracts up to $100,000 (excludes leases) -Chief Facilities Officer, Bob Hance
  • Contracts greater than $100,000 (require VP for Finance approval) - VP for Finance & Administration, Steve Hietsch

 

    Committing to Purchase Goods or Services (Purchasing Card)

    • Up to $1,500 - Purchasing Director, Applicable Senior Staff, Department Head or Appropriate Buyer

    Approving Payments

    • Invoices Matched with Purchase Order
    • Invoice < or equal to Purchase Order  - No Additional Approval Required
    • Invoice > PO by 5% overall up to maximum total $5,000 - Appropriate Department Head
    • Invoice > PO by >5% overall or > $1,500 (requires two approvals) - Purchasing Director AND (*Department Head or *Appropriate Buyer) for the second approval

    Travel Expense to Employees

    • Direct Reports to level below SS for travel <$1,000 -  Appropriate Dept Head
    • Non-direct Reports if > $1,000 and Direct Reports - Appropriate Senior Staff
    • Senior Staff (CFO may approve for President) - President or VP for Finance & Administration
    • President (Audit Committee reviews annually) - VP for Finance & Administration

    Making Payments for Bank Accounts - Treasury
    (note: only designated individuals may sign for treasury activities.  No delegation of signing authority is permitted for any treasury)

    • Under $50,000 - image of CFO signature printed on check
    • Over $50,000 - requires two signatures

    Wire Transfers and ACH Transactions Initiated by University

    • New Payment Template (requires approval by someone other than creator and either Senior Controller or Assistant Controller may approve
    • ACH or Wire Transactions < $10,000 - accounts payable clerk
    • ACH or Wire Transactions > $10,000 - Senior Controller or Assistant Controller
    • If ACH or Wire Transactions is to a non-SLU account and > $100,000 - VP for Finance & Administration

    Wire Transfers and ACH Transactions initiated by External Party to Debit SLU Bank Account

    • Notify M&T of organizations authorized to debit the university's accounts for amounts up to $100,000 - Assistant Controller
    • Notify M&T of organizations authorized to debit the university's accounts for amounts in excess of $100,000 - VP for Finance & Administration
    • Conduct semi-annual review of vendors authorized to debit bank accounts - VP for Finance & Administration and Senior Controller

    Authority Level

    • New Hires - President, VP for Finance & Administration, appropriate Senior Staff, Human Resources, and Hiring Manager
    • Relocation - VP for Finance & Administration, appropriate Senior Staff, and Human Resources
    • Annual Salary Adjustments - President, VP for Finance & Administration, appropriate Senior Staff, and Human Resources
    • Senior Staff Compensation - Compensation Committee and President
    • Special Salary Adjustments - President, VP for Finance & Administration, appropriate Senior Staff, and Human Resources
    • President Compensation - Compensation Committee

    Disposing of Surplus or Obsolete Assets

    • University Surplus Property <$10,000 - VP for Finance & Administration and Director of Purchasing
    • University Surplus Property >$10,000 - VP for Finance & Administration

    Write-offs/Write-downs/Financial Statements

    • Accounts Receivable/Loans up to $10,000 - Assistant Controller
    • Accounts Receivable/Loans up to $50,000 - Controller
    • Accounts Receivable/Loans > $50,000 - VP for Finance & Administration
    • Other Assets up to $50,000 - Controller
    • Other Assets > $50,000 - VP for Finance & Administration

    General Business Development

    • Legal Entity Change - Board of Trustees
    • Licensing Agreement - VP for Finance & Administration and Appropriate Senior Staff
    • Real Estate Transactions for less than $100,000 - President and VP for Finance & Administration
    • Real Estate Transactions for $100,000 or more - Board of Trustees
    • Gift Agreements - VP for Finance & Administration and VP for Advancement
    • Gift Agreement Amendments - VP for Finance & Administration
    • Lease Agreement - VP for Finance & Administration

    Bank Accounts, Insurance Policies

    • Open or close bank, brokerage, custodian accounts - VP for Finance & Administration
    • Bank Resolutions or Agreements - VP for Finance & Administration
    • Insurance Policies - VP for Finance & Administration

    Tax Forms

    • IRS Form 990 and 990-T - Audit Committee Review, VP for Finance & Administration sign, and Senior Controller prepare
    • NYS CT-13 Form - VP for Finance & Administration sign, and Senior Controller prepare
    • IRS Form 941 - VP for Finance & Administration and Senior Controller, sign and Payroll Clerk, prepare
    • Deferred Gift Tax Filings - VP for Finance & Administration and Senior Controller, sign and Custodian, prepare
    • IRS Form 1042 - VP for Finance & Administration and Senior Controller