Signature Authority 2015
By policy, the Board of Regents delegates operational authority for the university system to the NMSU System Chancellor. Through this Signature Authority Table, the Chancellor further delegates his authority to approve certain transact ions and to sign on behalf of NMSU. The Table lists the more common types of transactions and the delegation of authority, focusing primarily on transactions w ith entities outside t he NMSU System. For authority to review and approve routine operational transactions internal to the university, See the Business Procedures Manual.
If this Table does not adequately clarify which member of executive management has authority to sign and bind NMSU, the University's General Counsel will determine which official holds such authority. If an official listed in t h is Table has concerns about whether or not NMSU should enter into a particular contract or other transaction, it is also advisable to seek advice from the University's General Counsel.
In addition to the signatories authorized in the Table, the Chancellor may further authorize an additional designee to review, approve and/or sign for an official listed in the Table, during the official's absence, by providing the designee with a statement of authority in a w ritten signed memorandum. Only those NMSU officials identified in the Table and those holding written authorization from the Chancellor are authorized to sign documents on behalf of NMSU, and then, only of the t ypes indicated in the Table or memorandum.
KEY TO ABBREVIATIONS
- ABAO= Athletic Business Affairs Officer
- AC = Associate Controller
- AD= Athletic Director
- Assoc. Dean= Associate Dean
- Asst. VP IA= Asst. VP Institutional Analysis
- AVP AF= Assoc. VP Administration and Finance
- AVP AUX= Asst. VP of Auxiliary Services
- AVP B/C= Assoc. VP Budget and Finance/Controller
- AVP/Dep Prov= Assoc Vice President and Deputy Provost
- AVP Fae = Assoc. VP, Facilities
- AVP IBP= Assoc. Vice Prov lnt' I & Border Programs
- AVP HRS= Asst. VP, Human Resource Services
- AVP UCOMM =Assoc.VP Univ Communications & Marketing
- BOR= Board of Regents
- Budg Dir.= Budget Director
- Chancellor= NMSU System Chancellor
- CCOS= Chancellor's Chief of Staff
- CIO= Chief Information Officer
- CC Pres= Community College President
- D = Deans of colleges, graduate school and library
- D/VP= Dean/Vice President or equivalent rank
- DH = Academic Department Head
- Dir. CPO =Director Purchasing & Materials Management
- Dir. HCL= Director of Housing and Campus Life
- Dir. HRO = Director of HR Operations
- Dir. HRS BNSV = Director of HRS Benefit Services
- Dir. OGC= Director of Office of Grants and Contracts
- Dir. ORE= Director of the Office of Real Estate
- Dir. SE= Director of Special Events
- Dir. T/PS =Director of Transportation & Parking Services
- EPC = Emergency Planning Committee
- EVP/Prov = Exec VP and Provost
- Fire Chief= Chief of NMSU Fire Department
- FS = Faculty Senate
- Mgr. AP = Manager of Accounts Payable
- Mgr. BIT= Manager, Banking, Investment & Tax
- Police Chief= Chief of NMSU Police Department
- SVP AF= Sr. Vice President Administration & Finance
- UAC = University Administrative Council
- UGC =University General Counsel
- U Archt = University Architect
- VP R= Vice President Research
- VP SAEM = VP Stud Affairs/ Enrollment Management
- VP UA= Vice President of University Advancement
| Board of Regents Signature Authority | ||||
|---|---|---|---|---|
| Ref # | Matter | Delegated Authority | Signature Designee (Delegation assumes higher level authority within organizational hierarchy can serve as backup) | Review Designee or Review Requirement |
| 1 | Academic Matters | Award of Honorary Degrees | See Policy 6.75 | |
| 2 | Academic Matters | Award of Regents' Professorships | EVP/Prov, Chancellor | |
| 3 | Academic | Award of Diplomas for Degrees | Registrar | |
| 4 | Academic | Community College Operating Agreements | CC Pres, UGC, Chancellor | |
| 5 | Administrative, Legal And Planning | New or Revised NMSU Policy | See Policy 1.10 | |
| 6 | Administrative, Legal And Planning | Strategic/Master Plans | See Policy 9.05 | |
| 7 | Administrative, Legal And Planning | Creating, Reorganizing, Relocating, Eliminating Academic Units, including new degree programs | See Policy 6.05 | |
| 8 | Administrative, Legal And Planning | Capital Projects that involves purchase of real property; addition of square footage; proposal to issue bonds; a total project cost > $300,000 (institution FTE enrollment > 1,500); a total project cost > $50,000 (institution FTE enrollment < 1,500); or demolition of an existing building. | See Policy 9.10 | |
| 9 | Administrative, Legal And Planning | Amendments to Capital Projects involving a substantial change in size of project of 10% or over 1,000 NASF, whichever is larger; 10% change in the tvpe of purpose; change in total proiect cost of 10% or $100,000, whichever is larger. | See Policy 9.10 | |
| 10 | Administrative, Legal And Planning | Appointment of NMSU representatives to public boards as requested or required by law | ||
| 11 | Administrative, Legal And Planning | NMSU Resolutions | UGC, Chancellor, affected parties as appropriate | |
| 12 | Administrative, Legal And Planning | Approval of Naming Requests | See Policy 2.50 | |
| 13 | Contractual | Inter-Governmental Joint Powers Agreements | Dean/VP, UGC, EVP/Prov, Chancellor | |
| 14 | Contractual | Real Estate transactions other than those delegated to the Chancellor | ORE, UGC; SVP AF Chancellor See Policy 9.20 | |
| 15 | Financial, Budgetary And Inventory | Disposition of Capitalized Equipment | SVP AF | |
| 16 | Financial, Budgetary And Inventory | NMSU Budget Requests and Adjustments Submitted to HED, including Operating Budget, Capital Outlay Plan and RPSP Requests | SVP AF | |
| 17 | Financial, Budgetary And Inventory | Establishment of Housing and Meal Plan Rates | SVP AF | |
| 18 | Financial, Budgetary And Inventory | Establishment of Parking Permit Fees | SVP AF See Policy 2.95 |
|
| 19 | Financial, Budgetary And Inventory | Debt instruments | SVP AF, UGC, Chancellor | |
| 20 | Financial, Budgetary And Inventory | Establishment of Tuition and Required Fee Rates | SVP AF, Chancellor, CC Pres | |
| 21 | Personal | Recruitment/Selection and Employment Contract for NMSU System Chancellor/President of NMSU-LC | SVP AF, UGC, AVP HRS | |
| 22 | Personal | Recruitment/Selection and Employment Contract for NMDA Director (also NM Cabinet Secretary) | SVP AF, UGC, AVP HRS | |
| President Signature Authority | ||||
|---|---|---|---|---|
| Ref # | Matter | Delegated Authority | Signature Designee (Delegation assumes higher level authority within organizational hierarchy can serve as backup) | Review Designee or Review Requirement |
| 1 | Administrative, Legal, and planning | AHEOP (All Hazards Emergency Operations Plan) for each campus; all documents requiring NMSU approval relating to emergency preparedness, consequence and recovery | EPC See Policy 2 .25 |
|
| 2 | Administrative, Legal, and planning | Change of an Administrative Department Name | EVP/Provost, AVPHRS | |
| 3 | Administrative, Legal, and planning | Settlement Agreements and Other Documents Resolving Legal claims | UGC | |
| 4 | Contractual | Inter-Agency Police and Fire Mutual Aid Agreements | NMSU Chf PD or NMSU Chf FD, UGC, EPC | |
| 5 | Contractual | Real Estate transactions/easements with term less than 10 years; OR total cost under $100,000 per year. | ORE, UGC, Dir. CPO, SVP AF See Policy 9.20 |
|
| 6 | Personal | Recruitment/Selection and Employment Contract for Athletics Director and Coaches w/ annual base salary greater than $100,000 | AD, ABAO,UGC, Budg Dir., AVP HRS | |
| Other Signature Authority | ||||
|---|---|---|---|---|
| Ref # | Matter | Delegated Authority | Signature Designee (Delegation assumes higher level authority within organizational hierarchy can serve as backup) | Review Designee or Review Requirement |
| 1 | Academic | Academic Affiliation Agreements, Cooperative Agreements (e.g. MOU orMOA) | EVP/Prov or CC Pres | Dean/VP, UGC |
| 2 | Academic | International Agreements relating to academic matters | EVP/Prov | UGC, AVP IBP |
| 3 | Administrative, Legal, and Planning | Major reorganizations (non-academic) | EVP/Prov | See Policy 1.15 |
| 4 | Administrative, Legal, and Planning | Trademark and NMSU Logo usage and protection | AVP UCOMM | |
| 5 | Administrative, Legal, and Planning | University Seal usage | Chancellor's Chief of Staff | |
| 6 | Administrative, Legal, and Planning | KRWG TV Operating and Licensing Agreements not involving payment of funds | AVP UCOMM | |
| 7 | Administrative, Legal, and Planning | Acceptance of Service of Process and Pleadings (on behalf of Board of Regents or other NMSU officials named in official capacity) | UGC | See Policy 2.40 |
| 8 | Contractual | Procurement Contracts under $20,000, including issuance of Purchase Orders | Dir. CPO | Dean/VP/CC Pres or equivalent |
| 9 | Contractual | Procurement Contracts > $20,000 (includes issuance of purchase orders) and Construction Awards, including right to terminate construction project contract * if construction award |
SVP AF | Dean/VP/CC Pres or equivalent, Dir.CPO, AVP Fac * See Policy 9.10 |
| 10 | Contractual | Proposals for grant or externally funded projects (sponsored projects) *only if involves voluntary cost share or matching funds from central funding | VPR | Dean/VP, SVP AF*, EVP/Prov* |
| 11 | Contractual | Post-Award grants and other externally funded contracts (sponsored projects) *only if involves voluntary cost share or matching funds from central funding | VPR's designee | SVP AF*, EVP/Prov* |
| 12 | Contractual | Cooperative Agreements, MDU's and MDA's with other university or governmental entities THAT ARE NOT police/fire mutual aid agreements, nor support academic proarams (for those, see below) | SVP AF | Dean/VP, UGC |
| 13 | Contractual | Entertainment Contracts managed by Office of Special Events | AVP AUX | Dir Spec Events, Dir.CPO |
| 14 | Contractual | Athletic Game Contracts | AD | ABAO; UGC; Budg Dir. |
| 15 | Contractual | Chemical purchase and use agreements required by Bureau of Alcohol, Tobacco and Firearms | D/VP | DH, Dir.EHS |
| 16 | Contractual | NMSU Facility Use Rental Agreements | D/VP, if univ template used AVP AF if other form of Agr | UGC, AC |
| 17 | Financial, Budgetary, and Inventory | Bank Checks | SVP AF | |
| 18 | Financial, Budgetary, and Inventory | Electronic Wire or ACH Tran sf er of Bank Funds | 1 signature from: SVP AF, AVP SIC, AC or Mgr. BIT | |
| 19 | Financial, Budgetary, and Inventory | Electronic Wire or ACH Transfer of Bank Funds greater than $1 Million * requires 2 signatures | * 2 signatures from: SVP AF, AVP B/C, AC or Mgr. BIT | |
| 20 | Financial, Budgetary, and Inventory | Investments-Day to Day Management | AC or Mgr BIT | AVP AF, Controller |
| 21 | Financial, Budgetary, and Inventory | Investments - Day to Day Management greater than $1 Million * requires 2 signatures | * 2 signatures from: SVP AF, AVP B/C, AC or Mgr. BIT | |
| 22 | Financial, Budgetary, and Inventory | Direct Deposits of Payroll via ACH | Dir. HRO | |
| 23 | Financial, Budgetary, and Inventory | Direct Deposits of Accounts Payable via ACH | Mgr.AP | |
| 24 | Financial, Budgetary, and Inventory | nvestment Decisions | SVP AF | AVP AF, Controller See Policy 2.37 |
| 25 | Financial, Budgetary, and Inventory | Tax Documents | SVP AF | |
| 26 | Financial, Budgetary, and Inventory | Federal surplus property acquisition | AC | Dir.CPO |
| 27 | Financial, Budgetary, and Inventory | Receipt of Federal Appropriations | EVP/Prov | |
| 28 | Financial, Budgetary, and Inventory | Debt Instruments for Community Colleges | Cognizant CC Pres and external parties | |
| 29 | Personal | Employee Benefit(s) Documents | AVP HRS as designee of Chancellor | HRS Dir. BNSV,SVP AF, UGC |
| 30 | Personal | Recruitment/Selection and Employment Contract for Athletics Coaches w/ annual base salary less than $100,000 | SVP AF | ABAO, AD, UGC, Budg Dir., AVP HRS |
This information was reviewed and approved by Garrey E. Carruthers, Chancellor, on June 24, 2015.