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1
Delegation of Authority Policy
Questions regarding this policy should be directed to the Policy Administrator.
Effective Date: July 10, 2017 Cross Reference:
Conflict of Interest Policy
Ethics and Accountability Policy
Contract Management Policy
Policy Owner: Vice-President, Finance & Administration, CFO
Appendices: Delegation of Authority Matrices
Policy Administrator:
Director, Financial Services
Approver: Executive Committee
Review Schedule: Every 4 Years
1. Policy Statement
Keyano College is committed to responsible stewardship of its funds by conducting all business affairs in a consistent and cost effective manner. This policy gives specific authority to designated individuals for the purpose of performing duties, approving transactions, making commitments and authorizing the collection and disbursement of funds on behalf of the College. Delegation of authority is an essential component of sound management and a key internal control mechanism that assists employees in achieving Institution priorities and objectives within appropriate authority levels.
2. Background
The Post-secondary Learning Act (PSLA) outlines the statutory authority of the Board of Governors, the President & CEO and Vice-Presidents of Keyano College. According to the Act:
The Board of a public post-secondary institution shall manage and operate the public post-secondary institution in accordance with its mandate s.60(1)
A board may delegate in writing to any person any power, duty or function conferred or imposed on it by this Act, except the power to make bylaws s.62
The President has general supervision over the direction of the operation of the public post-secondary institution and has those other powers, duties and functions that are assigned to the president by the board s.81(3)
A President may delegate in writing any of the president’s power, duties or functions as the president considers appropriate and may prescribe conditions governing the exercise or performance of any delegated power, duty or function, including the power of sub delegation s.81(4)
A Vice-President has the powers, duties and functions that are assigned to the Vice-President by the Board on the recommendation of the President s.82(2)
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3. Policy Objective
The objective of this policy is to define the scope and limits of the authority delegated by the Board to the President & CEO and Vice-Presidents to ensure decisions made and actions taken are done so:
By those with appropriate authority levels
In an efficient, effective and transparent manner
In accordance with other Keyano College policies, applicable legislation, regulations and requirements from external agencies.
Additionally, this policy also provides guidance on how and when authority can be delegated.
4. Scope
This policy and the procedures associated with it apply to the Keyano College Board of Governors, the President & CEO, Officers and all employees of Keyano College.
5. Definitions
5.1 Contract A written or spoken agreement with specific terms between two or more persons or entities
in which there is a promise to do something in return for a valuable consideration (payment in some form). With respect to the College, this includes, but is not limited to: Memoranda of Understanding, Agreements in Principle, Grants, Academic and non-Academic Service Contracts, Land and Space Agreements.
5.2 Delegate Formally convey the power to act, make decisions and allocate resources on one’s behalf to
someone else. 5.3 Delegated Authority A position that has been delegated authority to make commitments, approve transactions and
authorize the collection and disbursement of funds on behalf of the Institution.
5.4 Delegator A person who is delegating their authority. 5.5 Designated Individuals Employees with delegated authority in accordance with this Policy. 5.6 Down One Level A position that reports directly to a delegator. 5.7 Peer An individual with a similar title, position and responsibilities.
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5.8 Permanent Authority The permanent delegation of authority to designated individuals under the Delegation of
Authority Policy. 5.9 Temporary Authority The temporary conveyance of authority from one employee to another employee as a result
of a temporary absence not to exceed 90 days, unless duly approved by the President & CEO. 5.10 Up any number of levels A position to which the delegator or their manager reports.
6. Guiding Principles
6.1 Authority is delegated to a position as opposed to a person and any person acting in the
position assumes the authority of that position.
6.2 Authority can only be delegated to full-time Keyano College employees. Authority delegated
to the President & CEO and Vice-Presidents by the Board may be further delegated to
designated individuals.
6.3 The authority to approve certain College affairs has not been delegated by the Board.
The below authority shall remain with the Board of Governors.
PSLA SECTION DESCRIPTION
60(1) Setting of tuition fees to be paid by students
62 Power to make bylaws (cannot be delegated)
66-67 Acquisition and disposal of land
69(2) Application for pensions and annuities
72-73 Borrowing of funds and debenture borrowing
76(2) Establishment and management of a pooled trust fund
77 Approval respecting the Financial Administration Act
78-80 Institutional plans and reports
81 Employment activities of the President & CEO
87 Academic staff agreements
6.4 The Board will approve delegations of authority and any changes thereto based on the
recommendation of the President & CEO.
6.5 Delegated authority must be exercised in accordance with all Keyano College policies including
the Conflict of Interest Policy and Ethics and Accountability Policy.
6.6 Notwithstanding any delegation, the control, oversight and accountability for the management of Keyano College property, assets and financial and human resources will be retained by the Board, President & CEO and Vice-Presidents.
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6.7 For the purpose of determining required approval and authority levels, a series of reasonably related transactions will be considered as a single transaction. Under no circumstances shall any single requirement be divided into multiple requirements or be reduced in term or scope with the intent or unintended result of altering the commitment level or the positions which have the delegated authority to approve the requirement.
6.8 Prior to exercising delegated authority in relation to the disbursement of funds, designated individuals must ensure:
Expenditures are reasonable, fair, just and in accordance with a written contract where required
Expenditures are necessary in order to achieve program or administrative goals and appropriate explanations for the expenditures has been obtained
Proof of the expenditures (i.e. supporting documentation) is available
Expenditures reflect due regard for economy
Funds are available and approved within the budget
Goods or services have been received and there is proper evidence thereof.
6.9 Only persons who have delegated authority as set out in this Policy and defined in Appendix A can make decisions or sign documents that create an obligation on behalf of the College.
6.10 Employees who negotiate and sign agreements or contracts (excluding HR related
employment contracts/agreements) on behalf of Keyano College, must seek guidance and
approval from the Procurement department prior to committing College resources. This
applies to, but is not limited to all contracts, grants, MOUs and MOAs, including those with
external funding agencies. This will ensure the College is
Able to realize economies of scale
Ensure obligations and commitments can be met
Ensure compliance with the Contract Management Policy
6.11 All amendment to contracts and agreements will require guidance and approval by the
Procurement department.
7. Roles & Responsibilities
STAKEHOLDER RESPONSIBILTIES
Delegator Ensure designated individuals understand their responsibilities when exercising authority
President & CEO and Vice-Presidents
Approve the Delegation of Authority Policy and any changes thereto
Monitor compliance with the Delegation of Authority Policy
Investigate and take appropriate disciplinary action with respect to violations of the Policy
Executive Committee Approve multi-year contracts and agreements
Approve Decision Support Packages related to employment requests
Approve organizational structure and all related changes
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Approve expenditures of all ‘Unrestricted’ funds received through the Foundation
Board of Governors Delegate authority to the President & CEO and Vice-Presidents
Maintain authority for specific College affairs (s.6.4)
8. Policy Management
Policy Title: Delegation of Authority Policy
Approval Date: May 18, 2017 (Executive Committee)
Effective Date: July 10, 2017
Historical Review Dates: n/a
Next Review Date: May 18, 2021
Related Legislation: Post-Secondary Learning Act, Sections 60(1), 62, 66-67, 69(2), 72-73, 76(2), 77-81, 81(4), 82(2)
Supersedes Policies: 505 Approval Authority Table
Monitoring/Frequency: Monitoring/ Frequency – All transactions, commitments and authorizations for the collection and disbursement of funds on behalf of the College will be reviewed accordingly.
Policy Owner: Vice-President, Finance & Administration, CFO
Policy Administrator: Director of Financial Services
Policy Coordinator: Executive Assistant to the VP, Finance & Administration, CFO
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Appendix A
Keyano College Delegation of Authority Matrices
Authority Limits
The authority table below is intended to provide budget managers with clear guidelines on their
expenditure limits in relation to executing activities within the responsibility of their job functions. These
limits apply to all purchase orders, all contracts and agreements and legal matters.
All limits are valid against the approved operating budget for the current fiscal year
Authorities are restricted to Keyano College employees within these stated or peer roles
Authority is granted to positions, not individuals and is restricted to within the scope of the role’s accountabilities and responsibilities. By accepting delegated authority, the employee is assuming all related budgetary responsibilities and limitations.
All multi-year contracts require the approval of the Executive Committee.
All purchases over $75,000 must go to tender as per the Guidelines to the Procurement Obligations of Domestic and International Trade Agreements.
POSITION AUTHORITY LIMIT
Board of Governors Chair Unlimited
President & CEO Up to approved budget
Vice-Presidents $100,000
Director, Facilities and Asset Management $75,000
Executive Director (Ex.Dir), Deans, Directors, Registrar and Chief Technology Officer (CTO)
$25,000
Chairs/Associate Registrar/Administrative Managers/Campus Managers
$5,000
Coordinators/Executive Assistants $3,000
Office Managers/Assistants/Others $1,000
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Legal Matters
Responsible Department: Office of the Vice-President, Finance & Administration, CFO
All legal matters will typically fall into one of two categories: Employment matters and legal claims against
the College. A legal claim includes a civil action, or complaint before a judicial or quasi-judicial tribunal or
any other action that potentially engages the liability of the College.
Legal assistance with respect to contracts or agreements remain the responsibility of the
Procurement department with the exception of gift/donation agreements, will be at the discretion
of the Vice-President, Finance & Administration, CFO. In the case of gift/donation agreements,
they shall be reviewed by legal counsel at the discretion of the Vice-President, Advancement &
External Relations.
TRANSACTION OR DOCUMENT
DESCRIPTION
BOARD OF
GOVERNORS PRESIDENT & CEO VICE-PRESIDENTS EX.DIR, DEANS,
DIRECTORS, REGISTRAR, CTO
Employment Legal Services n/a VP, Finance &
Administration, CFO
Ex. Dir of Human Resources only
Settlement Legal Services n/a VP, Finance &
Administration, CFO
n/a
Gift/Donation Agreements n/a
VP, Advancement
& External Relations
n/a
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Banking and Transactions
Responsible Department: Financial Services
Day to day banking transactions include gifts of shares, deposits, cheques, money orders, bank drafts, wire
transfers, authorization for direct debits, transfers between bank accounts.
All banking transactions and activities require signatures from two pre-approved bank signing
authorities.
Investment related activities are covered under the Investment Policy, endorsed by the Finance &
Audit Committee and approved by the Executive Committee.
Gifts of shares shall be accepted and transacted as per the gift acceptance policy.
TRANSACTION OR DOCUMENT
DESCRIPTION BOARD OF
GOVERNORS PRESIDENT
& CEO VICE-PRESIDENTS EX.DIR, DEANS,
DIRECTORS, REGISTRAR, CTO
Bank Signing Authorities Chair &
Vice-Chair (only)
VP, Finance & Administration, CFO
only
Director of Financial
Services only
Banking Contracts n/a
VP, Finance & Administration, CFO only
Establishing/Drawing down a Line of Credit
n/a
Credit Card Agreements n/a
Investment Strategy Approval n/a n/a
Investment Placement n/a VP, Finance &
Administration, CFO only
Borrowing Resolutions n/a n/a n/a
All other financial agreements
(related to banking & investments)
n/a VP, Finance &
Administration, CFO only
Director of Financial
Services only
Gifts of Shares n/a
VP, Advancement & External Relations
VP, Finance &
Administration, CFO
n/a
9
Employment
Responsible Department: Human Resources
Employment refers to the various decisions made with respect to the terms and conditions of employment
of the President & CEO, Senior Officers and all employees of the College.
TRANSACTION OR DOCUMENT
DESCRIPTION
BOARD OF
GOVERNORS PRESIDENT & CEO VICE-PRESIDENTS EX.DIR, DEANS,
DIRECTORS, REGISTRAR, CTO
Hiring of President n/a n/a n/a
Hiring of Senior Executive n/a n/a n/a
All Staffing Requests n/a Executive Committee (Decision Support Package)
n/a
Appointment Letters
(must be prepared by HR) n/a n/a
Employment Subsidy and Co-op Programs
n/a n/a
Collective Agreements and Compensation Plans
n/a n/a n/a
Terminations n/a
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College Seals and Trademarks
Responsible Department: Varies depending on the seal or trademark.
The use of corporate seals and trademarks and other copyrighted markings identifying the College will be
limited to the following personnel.
TRANSACTION OR DOCUMENT
DESCRIPTION DEPARTMENT RESPONSIBLE
FOR CONTROL AUTHORITY
College Corporate Seal Office of the President President & CEO
EA, President & CEO and Board of Governors
College Academic Seal Office of the Registrar Vice-President, Academic
Registrar
Trademark License Marketing & Communications
Vice-President, Advancement & External Relations
Director, Marketing & Communications
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Capital Assets, Projects, Construction
Responsible Department: Office of the Vice-President, Finance & Administration, CFO
All capital projects, capital assets, construction, and related renovations are the responsibility of the Office
of the Vice-President, Finance & Administration, CFO.
This includes:
Building/Land: construction of new buildings, additions, alterations or renovations to existing
buildings, site services and landscaping
Technology: purchase of new systems and technology, ever-greening of computer hardware,
software, alterations or upgrades to existing technology infrastructure
Capital Assets: Capital assets are those assets that meet the below criteria
o Have a useful life expectancy of more than one year and meet the asset capitalization
threshold ($5000);
o Are held for the continuing operating activities of the organization; and
o Are not intended for resale in the ordinary course of operations.
The cost of capital asset is the amount of consideration given up to acquire, construct, or better a capital
asset and includes all costs directly attributable to the acquisition, construction, betterment of the capital
asset including installing it at the location and in the condition necessary for its intended use.
All purchases will follow the approved authority limits and associated Domestic and International Trade
Agreements, which state all purchases over $75,000 will go to tender.
All limits are valid against the approved capital budget for the current fiscal year, unless authorized by the
Board.
All limits are valid against the approved project amount and is inclusive of any related change orders.
Should a change order against the approved project, surpass the original authority, then the next level of
signing authority is required.
In certain circumstances, a change order may result in an amendment to the original project scope.
In such instances:
The original approving authority must provide approval to the amended project scope; and
Approve a new limit to the project, which may result in a realignment of authority as noted in the chart.
Invoice signing authority will be the responsibility of the Director, Facilities & Asset Management, Vice-
President, Finance & Administration, CFO and President & CEO. Invoices will be applied directly against the
value of an approved project.
The oversight of capital expenditures will be the responsibility of the Procurement department.
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TRANSACTION OR DOCUMENT
DESCRIPTION
BOARD OF
GOVERNORS PRESIDENT & CEO VICE-PRESIDENTS EX.DIR, DEANS,
DIRECTORS, REGISTRAR, CTO
<$50,000
(3 quotes from suppliers) n/a
VP, Finance & Administration,
CFO
Director, Facilities and
Asset Management
$50,000 - $75,000
(3 quotes from suppliers) n/a
>$75,000 - $200,000
(Above $75k requires posting to APC for public tender)
n/a n/a
>$200,000 - $500,000 n/a n/a
>$500,000 *Up to approved project
amount n/a
*Should the Board approve a capital project in excess of $500,000, the President & CEO and the VP, Finance
& Administration, CFO (only) will have expenditure authority, up to that approved amount.