Signature Authority Frequently Asked Questions

1. What are the delegations/ sub-delegations of the Treasurer’s Authority?
2. Why does the University need delegations of authority?
3. Who is allowed to delegate authority?
4. Who decides what authority to delegate or sub-delegate?
5. Who holds official record of delegation of signature authority?
6. How long does a delegated authority last?
7. When does the Office of the General Counsel (“Counsel”) get involved?
8. What role does Internal Audit play?

1. What are the delegations/ sub-delegations of the Treasurer’s Authority? 

Indiana University (“University”), like all corporations, must act through authorized individuals.  The law authorizes the Treasurer to act for the University.  The Treasurer may delegate this authority where practical.  For example, agreements conducive to standardized terms with immaterial financial implications for which an agreement template may be used repeatedly could be a candidate for signature authority delegation. 

These delegations are developed through consultation with University Counsel as delegations and sub-delegations of authority include the ability to sign contracts and agreements that bind the University to legally enforceable obligations.

2. Why does the University need delegations of authority?

The University enters in to agreements and contracts to protect the University’s assets.  Signing a contract/ agreement is an action that binds the University.  As such, delegations of authority will only be granted to individuals who are knowledge experts relating, but not limited, to transaction details - including financial implications, governing laws, rules and policies.  In an organization as large and complex as Indiana University, there are occasions/functional arrangements in which the delegation of authority would be in the best interest of the university.

3. Who is allowed to delegate authority?

The Treasurer has the sole authorization to delegate authority.

4. Who decides what authority to delegate or sub-delegate?

The Treasurer, in consultation with University Counsel, decides what authority to delegate.  Delegation of authority is made to a specific individual and cannot be sub-delegated.

5. Who holds official record of signature authority delegation?

The Secretary of the Board of Trustees maintains an official record of signature authority delegation.

6. How long does a delegated authority last?

A delegated authority lasts until its defined expiration date, if applicable,  when rescinded by the Treasurer or the individual leaves the university or changes job responsibilities.

7. When does University Counsel get involved?

University Counsel must review and initial all contracts and agreements prior to signature by the Treasurer.  University Counsel will also be involved in all decisions regarding the delegation of signature authority.

8. What role does Internal Audit play?

Reviews of documents executed on behalf of the University and the signature authority of the individual signers are components of all audits performed by the Internal Audit Department.