Nov. 9, 2023

Dear URI Faculty and Staff,

Earlier this year, important changes were made to the University’s contract approval process to achieve process efficiencies and reduce costs and risks for the University. This email is intended to provide you with a helpful overview of the contract approval process, as well as provide links to additional information and resources.

The guidance below is specific to contracts and binding documents between URI and external parties. Guidance regarding internal financial transactions can be found on the Office of Financial Strategy and Planning website.

Contract owners and authorized signatories

Who is a contract owner?

• A contract owner is the individual or department initiating a contract by requesting the goods, services, or other relationship or transaction covered in the contract.

What is the responsibility of a contract owner?

• Contract owners must ensure that the business terms are consistent with University or program needs. They must also ensure that the department has adequate funds available and that appropriate budgeting processes have been followed.
• Upon receiving the contract from the external party, they must review the contract, complete the Contract Cover Sheet (and Appendix A, where applicable), and route the contract and cover sheet for approval.

Who can approve and sign contracts and binding documents?

• Only “authorized signatories” may sign contracts or agreements on behalf of the University.
• Signature authorization is limited to the URI Board of Trustees chair; president; vice presidents; director of athletics; and general counsel. Authorized signatories may delegate their signature authority. The Office of the General Counsel website outlines signature authority guidelines and current signature delegations.
• The provost has delegated signature authority for the purchases of goods or services of less than $50,000 (as well as for contracts of academic or clinical affiliation) within Academic Affairs to respective academic deans.

Contract routing and approval

When a contract is associated with a purchase

• Contracts associated with a purchase made using LVPOs or PCards must be routed by the contract owner to the authorized signatory and must include a completed Contract Cover Sheet and Appendix A.
• Contracts that require processing by the URI purchasing department or R.I. Division of Purchases will be reviewed and routed by the purchasing department. Contract owners must submit the completed Contract Cover Sheet and other required documentation. If the contract is a “Small Value Contract” (less than $25,000), a completed Appendix A must also be submitted.

When a contract requires Office of the General Counsel review

• Contracts involving financial obligations of more than $25,000, real property, legal claims, University debt or securities, or strategic engagements require review by the Office of the General Counsel. The office should also be consulted as soon as possible if a contract must be drafted.

When a contract involves Information Technology hardware or software 

• Contracts that involve the purchase of IT hardware, software, or services that require processing by the URI purchasing department or R.I. Division of Purchases require review by Information Technology Services. The URI purchasing department may request IT reviews be undertaken by the contract owner, as appropriate. These reviews may be initiated  by completing a request for an  IT Security Assessment.

When a contract requires the purchase of insurance

• Contracts that require the purchase of additional insurance or specialized insurance must be reviewed by the risk control and insurance office.

Additional approvals for high-value contracts

When a contract is high value or strategic

• Contracts involving financial obligations of $250,000 or more, as well as certain strategic transactions, require additional approval before being signed by the authorized signatory. High-value contracts that require processing by the URI purchasing department or R.I. Division of Purchases will be reviewed and routed by the purchasing department. Please allow extra processing time for approval of these contracts. Departments should plan accordingly.

Please review the comprehensive URI Policy on Approval and Execution of Contracts and Other Binding Documents. All University administrative policies are easily accessible online at uri.edu/policies.

If you have any additional questions regarding the routing of contracts for approval and signature, please contact the Office of the Vice President for Administration and Finance at vpaf-group@uri.edu.