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AP 8-60 - Contract Approval & Delegation of Signature Authority

Arapahoe Community College
Series 8 - Fiscal
AP 8-60 - Contract Approval & Delegation of Signature Authority

Originated: February 11, 2025

Revised: July 1, 2025

Effective: March 2025; July 2025

References: State Board for Community Colleges and Occupational Education (SBCCOE) Board Policy (BP) - Delegation of Signature Authority, Colorado Community College System Procedure (SP) - Delegation of Signature Authority, ´óÏó´«Ã½ Process (AP) 8-61b – Purchasing Approvals

Approved:

Stephanie J. Fujii, Ph.D.
President, Arapahoe Community College

PURPOSE

This Process establishes guidelines for ´óÏó´«Ã½â€™s internal delegation of contract approval authority.

This Process contains pertinent information affecting employees, current through the date of its issuance. BPs and SPs are subject to change throughout the year and are effective immediately upon adoption by the Board or System Chancellor, respectively. Employees are expected to be familiar with and adhere to the BPs, SPs as well as College directives, including but not limited to this Process.

Nothing in this Process is intended to create (nor shall it be construed as creating) an express or implied contract or to guarantee employment for any term. The College reserves the right to modify, change, delete or add to this Process as it deems appropriate.

To the extent that any provision of this Process is inconsistent with State or Federal law, State Board for Community Colleges and Occupational Education Policies (BPs) or Colorado Community College System Procedures (SPs), the law, BPs and SPs shall supersede and control.

This Process incorporates the requirements established in BP 8-60, SP 8-60 and AP 8-61b that apply and are referenced above.

SCOPE

This Process applies to College Presidents, College Business Officers, and other designated personnel for contracts involving services, goods, property, or financial matters.

DEFINITIONS

Capital Construction Contracts: Legally binding agreements related to the construction, renovation, or major maintenance of physical facilities or infrastructure.

Chancellor: The chief executive officer of the Colorado Community College System, responsible for overall administration and policy oversight.

Contract: A legally enforceable agreement between two or more parties involving obligations for the delivery of goods, services, property, or funds.

Delegation of Authority: The formal assignment of decision-making powers or approval responsibilities from one official to another.

Designee: A person who has been formally assigned responsibilities by an authorized individual or office.

Line-Item Appropriation: A specific allocation of funds approved by the Colorado General Assembly for a defined purpose or project.

State Fiscal Rules: Financial management standards and Procedures established by the Colorado State Controller to ensure responsible and lawful use of public funds.

Textbook Purchases for Resale: Agreements made by the College to procure textbooks intended to be sold to students through campus bookstores.

Training Agreements: Contracts related to non-credit instruction or workforce training provided by or to the College.

Unencumbered Funds: Financial resources that are available for use and not legally committed to other obligations.

PROCESS

The Colorado Community College System (CCCS) Chancellor may delegate signature authority to Vice Chancellors, College Presidents, College Business Officers, and other designated personnel for contracts involving services, goods, property, or financial matters. These delegations are subject to legal review and required approvals from applicable state agencies, as mandated by statute and State Fiscal Rules. The Chancellor reserves the right to withdraw or limit such delegations.

´óÏó´«Ã½â€™s internal delegation of contract approval authority is as follows:

  • The College President and the Vice President of Finance and Administrative Services (VPFAS) are authorized to approve capital construction contracts and related project documents for line-item appropriations approved by the General Assembly as line item (specific) appropriations and approved by the Board.

  • The College President is authorized to:

  • Approve training agreements, student financial aid grants, and personnel contracts.

  • Approve textbook purchases for resale up to $1 million per vendor per year.

  • Approve contracts with a total value of $200,000 or less.

  • Approve contracts for the receipt of student financial aid, gifts, services, goods, property, or other unencumbered funds.

  • The VPFAS is authorized to:

  • Approve textbook purchases for resale up to $150,000.

  • Approve contracts with a total value of $100,000 or less.

Further Delegation

Authority may be delegated in writing by the President to designated staff for the approval of arrangements not exceeding $50,000 in aggregate. All financial commitments require approval from the Colorado Office of the State Controller or their authorized designee.

Current ´óÏó´«Ã½ Office of the State Controller Designees include:

  • Vice President of Finance and Administrative Services (VPFAS)

  • Provost & Vice President of Instruction - Partnership MOU’s, articulation agreements & clinical agreements

  • Associate Vice President of Instructional Technology - Partnership MOU’s, articulation agreements & clinical agreements

  • Controller

  • Senior Fixed Asset Accountant

These delegations are conditional and contingent upon the adherence to controls established by Board Policies and System Procedures; the availability of funds within approved budgets; and compliance with federal and/or state statutes, State Fiscal Rules, and other state and federal rules and guidelines. The Chancellor may restrict or withdraw delegations at any time.

REVISING THIS PROCESS

´óÏó´«Ã½ reserves the right to change any provision or requirement of this Process at any time and the change shall become effective immediately.