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Execution of Contracts

  • Last Updated: 06/22/2016
  • Effective Date:

Policy Statement

Generally, the authority to sign contracts for the purchase or lease of goods and services for the operations of an institution has been delegated to the University Procurement Office.  However, there is a tiered delegation/authority for contracts/instruments related to construction activities and projects (planning, design, construction, utilities, infrastructure, etc.) which is described below:

  • The Procurement Office executes construction contracts that are less than $50,000 and changes orders that are less than $25,000. 
  • The authority to sign contracts for construction contracts between $50,000 and $1,000,000, and all change orders exceeding $25,000 has been delegated to the Senior Associate Vice President for Finance and Administration & Budget Director.  
  • Contracts exceeding $1,000,000 will be executed by the Vice President for Finance & Administration
Reason for policy
This policy is intended to provide guidance as to who has the authority to execute procurement contracts on behalf of the University of Georgia.
Procedures
Contracts associated with a purchase or lease of goods or services should be forwarded to the UGA Procurement Office so they may coordinate review with UGA Legal Affairs and negotiate allowable terms and conditions with vendors. Such contracts include, but are not limited to, terms and conditions, software licenses, consulting agreements, non-disclosure agreements, and other documents in connection with a procurement action which require the University to agree to certain provisions.   All consulting agreements over $2,499.99 and any consulting agreement where the below contract in Forms/Instructions has been modified require Procurement review and execution. It is the responsibility of the department to submit contracts to Procurement for review.
Forms/Instructions
Additional contacts

Annette Evans 

Phone Number: (706) 542-2361

Policy definitions
Consulting: Non-professional services which involve the rendering of advice only
Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration 

Responsible University Administrator: Procurement Officer 

Policy Owner: Procurement 

Policy Contact: Annette Evans 

Phone Number: (706) 542-2361

 

Responsibilities:  It is the responsibility of the department to submit contracts to Procurement for review.

Record Retention

Retention requirements vary by the type of contract and what is being purchased via the contract (construction, public works, products, services).

Record Copy: Procurement

Retention: 10 years after expiration (contracts or agreements documenting building construction, alterations, or repair); 7 years after expiration (other contracts or agreements), BOR 0472-14-002