Signature Authority and Delegation

Scope

All Indiana University (IU) units and employees.

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Policy Statement

1. Pursuant to the Board of Trustees resolution, “Powers of the Treasurer,” dated June 21, 1991 (the Resolution), the treasurer of the Board of Trustees of Indiana University and of the university (the treasurer), and other officers acting in conjunction with the treasurer, are granted specific authority to execute certain documents on behalf of the university. When the treasurer is absent, the President, the vice president delegated by the President, the assistant treasurer, and others as delegated by the treasurer, are authorized to execute, issue, and deliver documents that would otherwise be signed by the treasurer. 
2. No officer, agent, or employee of the university has the authority to sign contracts or other agreements on behalf of the university. or on behalf of any unit, department, or subdivision of the university, in the absence of a formal delegation of authority as described in the following three paragraphs. This policy applies to all documents that obligate the university, irrespective of the title or designation of the document, including, but not limited to, contracts, agreements, memoranda of understanding (MOUs), memoranda of agreement (MOAs), purchase orders (PO)s, and all the documents described in the Definitions. An individual who signs such a document without delegated authority may face discipline for violating financial policies, including and up to termination. See FIN-ACC-470: Internal Controls.   
3. The treasurer may delegate the authority to sign such documents as are related to conducting the business operations of the university. This delegation must be issued consistent with the parameters established in this policy and will be made only by letter to the secretary of the Board of Trustees and maintained as part of the official records of the Board of Trustees. Any documents signed by the delegated individual must have the same force and effect as if the documents were signed by the treasurer. Any delegation of authority may be revoked at the discretion of the treasurer. 
4. This policy delegates purchasing authority for the university to the associate vice president for procurement services and that associate vice president’s delegates (campus purchasing directors and purchasing agents). This purchasing authority includes the execution of purchase orders and related contractual agreements and documents necessary for purchasing goods and services on behalf of the university. 
5. Each contract or other document obligating the university, to be signed by an authorized delegate must be reviewed and approved by the Office of the Vice President and General Counsel (OVPGC) prior to signature, unless: 
   • The delegation letter expressly authorizes the delegate to execute one or more specific documents that have been approved in form and substance by the Treasurer and OVPGC where the transactions are repetitive and the text of each document is highly standardized; or 
   • The delegation letter expressly authorizes the delegate to sign certain types of documents without OVPGC review 
6. Any employee of the university who believes that a delegation of signature authority would be in the best interest of the university should request such authority in writing to the Treasurer of the University. 
7. The Office of the Treasurer will notify and consult with the appropriate senior university official with regard to, and in advance of, making a delegation to an employee. 
8. The secretary of the Board of Trustees will maintain an official record of such delegation. 
9. The treasurer will require that all delegates provide a new certification every three years that such delegation is still required for the efficient conduct of university business. Records of such verification will be maintained in the Office of the Treasurer. 

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Reason for Policy

To establish protocols for signature authority and the delegation of signature authority with respect to legally binding documents, including contracts and agreements between the university and third parties.

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Definitions

Affiliation Agreements: All agreements with hospitals, rehabilitation centers, elementary and secondary schools, educational or research organizations, and the like for placement of Indiana University students for internships and similar training experiences. 

Bank Accounts: All documents related to opening, amending or closing bank accounts on behalf of the university; documents relating to the deposit and withdrawal of funds, and other documents needed to conduct such banking activities as required in the normal business of the university; and all documents relating to the investment of university funds as permitted by FIN-TRE-150: Investment. 

Business Transactions: All checks, contracts, agreements deeds, notes, bonds, leases, stock powers, repurchase agreements for real estate and any other documents obligating the Bord of Trustees of Indiana University. This category includes agreements with outside consulting firms; agreements to rent, lease or license of the use of facilities from outside entities whether for educational or social purposes; agreements with outside vendors or entertainment providers, and the like. 

Debt Obligations and Loan Transactions: All documents required to conclude and amend loan transactions and issue notes in the name of “The Trustees of Indiana University” or “Indiana University” when the Board of Trustees approves borrowing funds. Those documents specifically requiring the signature of the President of the Board of Trustees, as required by the terms of the Indentures or prevailing law, are excluded from this policy. 

Permit Applications and Certifications: All applications for environmental or construction-related permits, and any other regulatory certificate, permit, or similar documents that are required by state and federal regulators, and attendant reports and certifications of compliance. 

Sponsored Research: All grant proposals, grant agreements, sub-grant agreements, contracts, subcontracts, purchase orders, and any other documents relating to external funding of research. 

Tax Documents: Tax forms, tax returns, and any official correspondence with federal and state tax authorities and agencies. 

Miscellaneous: Any and all other documents and transactions either referred to explicitly or implicitly in the Resolution.

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History

This policy was established on June 1, 2003.

This policy was revised to add a Scope section on November 18, 2016.

This policy was fully reviewed, and non-substantive updates were made October 12, 2021.

This policy was fully reviewed, and substantive revisions were made May 29, 2026.

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