Purchasing Policy and Procedure
To define the authority and process for signing contracts and other agreements.
All contracts and or agreements with the exception of contracts for
Sponsored Projects, student teaching, internships, externships or where
signature authority has been delegated, shall be sent to Contracting and
Purchasing for signature.
1. Definition: A contract is created when there is a mutual exchange
of promises upon reasonably understandable terms and conditions. A
contract does not have to be reduced to writing in order to be
enforceable; however, as used in this Contracting website, the term
contract is intended to mean a written form of communication. Many types
of documents can constitute a contract, including invoices, memoranda
2. Signature Authority: The Board of Regents authorizes the
University President to:
A. Execute contracts and other written instruments on behalf of the
Arizona Board of Regents.
B. Delegate signature authority to other University staff members for
limited purposes. All signature authority must be delegated, in writing,
by the President with specific limitations delineated. Delegated
signature authority can be found on the Comptroller's website.
3. Contract Responsibility
A. The end using department is responsible for overall administration
of the contract and acts as the liaison between NAU and the contractor.
All contracts must be assigned to an individual within the department
who is responsible for performing or tracking performance,
administration, addressing routine issues that may arise under the
contract and alerting Contracting and Purchasing Services timely when a
contract requires modification, renewal or cancellation. The department
shall assign a new contract administrator and inform Contracting and
Purchasing Services of the change in the event of termination or change
in responsibilities of assigned contract administrator.
B. Contracting and Purchasing Services reviews, negotiates required
terms, signs, processes any change, renewal, modification, or
termination of contracts, provides assistance to departmental
representative regarding contractual issues and maintains a file that
contains, at minimum, the fully executed copy of the contract along with
any signed modifications and related correspondence.
1. The requesting department shall submit the contract for signature
to Contracting and Purchasing Services using a
Request (CSR) form, allowing ample time to review, negotiate and sign
the contract. A good estimate of the time needed to appropriately
process a contract is thirty (30) days, keeping in mind complex
contracts can take several months to negotiate. The department
representative’s signature on the CSR indicates the department
representative has read and can perform the requirements of the
contract, has obtained all required approvals, and has followed all
2. The requesting department shall work out any operational details of
the contract with the contractor prior to routing the contract to
Contracting and Purchasing Services for signature.
3. Contracting and Purchasing Services shall review, modify as
appropriate, sign the agreement and maintain the executed copy and
related file information.