Responsible Unit: Finance | Executive lead: Vice President for Finance
Created: 1/2/2024 | Reviewed/Revised: 04/2024, 06/2025 | Effective: 05/2024
Compliance:
Approving Body: <PAC> | Classification: <Institution-wide>
Policy:
Contracts that financially and legally obligate Pacific Northwest University of Health Sciences (PNWU) require a unit/department and a designated contract official review before engaging in the statement of work. This includes amendments, addendums, renewals, and revisions to existing contracts. Contracts that create significant liability and/or legal risk may undergo an external legal and/or administrative review prior to being executed. Contracts that do not align or are in direct conflict with the mission of the University should not be entered into.
No member of the university community may sign or otherwise execute a contract that binds the university unless they have been delegated signature authority by the President as stated in this policy’s Appendix. Contracts signed by a PNWU employee without delegated signature authority may be deemed invalid.
Under the Conflict-of-Interest policy and the Ethical Conduct policy, individuals must disclose any known or possible conflict(s)-of-interest with a potential vendor to the Office of Compliance, Ethics and Integrity Services, (OCEIS). An employee who has known or possible conflict(s)-of-interest with a potential vendor shall not participate in the review, selection, or approval process of choosing a vendor.
Contracts between student clubs/SGA and outside individuals or entities such as food truck vendors, speakers, bands, or off-campus facilities, require approval from Student Affairs. Student Affairs is responsible for the preliminary review of such contracts. The University will not assume liability for contracts entered into by student clubs that do not comply with this policy.
To ensure compliance with IRS regulations and compliance with non-U.S. countries, PNWU must analyze a foreign national’s or vendor’s eligibility to work and conduct business in the United States. Staff will contact the Finance Department for guidance prior to pursuing the engagement of a foreign national or vendor for services.
This policy does not apply to employment contracts, academic affiliation agreements or clinical affiliation agreements. Academic affiliation and clinical agreements are maintained by each individual academic program. Employment contracts are maintained by Human Resources.
All other contracts are maintained jointly by the Finance Department and the designated contract coordinator. All fully executed contracts must be maintained for the period required by applicable law and university policy.
Authorized Signatories:
See Appendix
Definitions:
Conflict-of-Interest – A situation where financial or other personal or professional considerations have the potential to compromise an individual’s objectivity, professional judgment, professional integrity, and/or ability to perform his/her professional responsibilities to the University.
Contract – any agreement between two or more parties that creates a legally binding obligation to do or not to do a particular activity. Applies to any document that obligates the university, irrespective of the terminology used to describe that document. For the purpose of this policy, the terms contract and agreement are interchangeable.
Contractor Initiator – PNWU individual who proposes to enter into a contract with a non-university individual or entity.
Contract Signature Authority – Individuals authorized and empowered to execute in the name of PNWU.
Designated Contract Coordinator – Individual responsible for reviewing and processing PNWU contracts prior to signature.
External Legal Review – An independent review of a contract by outside legal counsel to ensure that legal and financial risk is reduced as much as possible to protect the interests of PNWU.
Fully Executed Contract – The point at which a contract/agreement has been signed by each party to form a legally binding contractual relationship.
University – refers to Pacific Northwest University of Health Sciences, its colleges, schools, and programs.
Procedure:
Contract Review and Approval Procedure
Related Documents:
Conflict of Interest Policy
Conflict of Interest Disclosure Form
Contract Coversheet & Checklist
Ethical Conduct Policy
Independent Contractor Determination Checklist
Independent Contractor Services Agreement
Independent Contractor Services Amendment
Limited Engagement Agreement
Records Retention and Disposition Policy
Appendix
Contract Signature Authorized Individuals
Individuals may be delegated authority by the President to sign contractual agreements. The following must be followed in all cases before signing:
- All contracts (excluding employment, clinical rotations, and affiliation agreements) will be reviewed by the designated contract coordinator with all questions resolved and approval documented as needed.
- Any contract covered by a PNWU policy shall follow the pathway outlined in the policy.
- All real or potential conflicts of interest with the individuals signing the contract or with a member of the individual’s household must be disclosed during the review process. The VP of Finance shall review COI’s with the president and determine if an alternate signature is required.
| Position | Signature Authority |
| President | Execute agreements for gifts to PNWU subject to parameters outlined in the Gift Acceptance policy.Agreements to retain or engage law firms and attorneys for and on behalf of PNWU. Employment contracts for chief officers and academic program leads.Contracts pertaining to the lease of PNWU property or property for PNWU use. Employment actions.Consulting contractsApproval to serve alcohol at fundraising or special external eventsUniversity-level partnerships and memoranda of understanding agreementsThe president will designate signatory authority as outlined below, but maintains the prerogative to sign any specific contract or to sign in the absence of the individuals below. |
| Vice President for Academic Affairs & Provost | Contracts pertaining to academic programs and academic affiliation agreements that are not delegated by the Provost to the Program Lead. For example: memoranda of understanding or memoranda of agreement that establish relationships that facilitate students being accepted into PNWU professional programs or facilitate delivery of academic curricula. Employment contracts for faculty.Limited engagement agreements for faculty. For example: temporary faculty release time, temporary supplemental pay, or externally funded faculty salary offset (grants or contracts). Research:(1) All sponsored research and clinical trial agreements (federal, state, corporate, associations and foundations) that have a total value of less than $1 million, (2) All agreements involving intellectual property, including but not limited to licensing and MTAs that have a total value of less than $1 million; (3) authority to reduce the F&A rate below the negotiated F&A rate on contracts and grants or below the maximum allowed by the agency. (4) proposals for grants and contracts with non-profit and for profit agencies.5. Accreditation agreements6. Academic-related contracts (National Student Clearinghouse, Commencement activities and speakers. Exception: honorariums for guest speakers processed following approved procedures and honorarium standards.) |
| Vice President for Finance | Non-academic contracts (MOUs) with other entities for shared services.Contracts that are primarily financial in nature, including but not limited to bank accounts, investment contracts, procurement documents, and equipment leases.Contracts and commitments associated with the planning design, construction and maintenance functions of PNWU physical assets not exceeding $50,000 or which exceed budgeted expenses. The delegation does not supersede any requirements of conditions of the Board of Trustees pertaining to capital projects.Employee benefit agreementsApproved social and service club statements (Rotary, Yakima Country Club, etc.) |
| Vice President, Technology & Operations | Contracts related to PNWU’s information technology resources including computer technology, data security, and enterprise systems. This delegation shall be limited to contracts falling within budgeted expenses and under $50,000.Renewal of property insurance contracts.Facility rental agreements for event meeting space. |
| Program Deans and Directors | The execution of offers of admission to students.Offers of visitation to non-university-funded visitors unless otherwise required by the president or provost, do not require a formal delegation of authority. Program academic affiliation and clinical agreements.Program academic memoranda of understanding. |
Policy Resources
- Establishing and Creating University Policies and Procedures (Policy)
- Policy Template (password protected)
- Procedure Resources (password protected)
- PNWU Alumni Association Bylaws
- COM Bylaws
- PNWU Bylaws
For assistance with policies and procedures contact:
Dee Dennis
ddennis@pnwu.edu