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Contract Approval and Signature Authority Policy 215.05
Johnson County Community College
Series: 200 Administrative Services
Section: Purchasing and Contracts

Purpose: This Policy sets forth the approvals required to contractually bind the College with third parties and establishes the process for delegating signatory authority. This Policy does not apply to signatures and/or approvals that may be required to carry out the College’s internal processes.

Definition: A “Business Agreement” is any agreement, contract or other business relationship which legally and contractually binds or obligates the College. The term Business Agreement includes, but is not limited to, purchase agreements for goods, services and real property, leases, affiliation agreements, sales agreements, grant contracts, memoranda of understanding, letter/arrangement agreements, commitments, etc.

Statement: The power to enter into Business Agreements on behalf of the College is vested in the Board of Trustees.  No individual has authority to enter into a Business Agreement on behalf of the College or in any other way obligate the College for procurement or contractual liability unless authorized to do so by the Board of Trustees.  The Board has delegated to the President authority to execute Business Agreements on behalf of the College when such agreements have been approved in accordance with this Policy, and the President may delegate such signatory authority to JCCC employees/officers in leadership positions related to such agreements.

Business Agreements for the purchase of goods or services by the College are subject to review by Procurement Services prior to being finalized. Communication with vendors pertaining to negotiations affecting purchases, prospective purchases or purchase orders (POs), which involve prices, terms, conditions and/or delivery of any service or product shall be conducted in coordination with Procurement Services. The College shall only accept written proposals for such services at the College's request, and all such quotations, bids and proposals must be submitted through the Procurement Services. Direct contact with College employees (other than Procurement Services employees) by vendors shall be permissible only on matters such as product information, technical specifications and literature review.  

Other Business Agreements shall be reviewed by the President or the department designated by the President as responsible for administering the agreement.

Business Agreements that are not reviewed, approved and executed in accordance with this Policy or otherwise approved by the Board are considered unauthorized and will be null and void with respect to the College, and the individual/employee making the purchase or entering into the agreement may be subject to discipline, up to and including termination, and personal liability.

Date of Adoption: 07/06/1982
Revised: 09/18/2008, 09/25/2014, 08/16/2018