Campus Financial Policies

Chancellor Delegations

(Note: Delegations are by position, names are presented as a convenience only.)

(Last Updated: 8/07)

Contents:
GAPP--General Administrative Policies and Procedures
FPPP--Financial Policies and Procedures
Financial Delegations
Other Delegations--Purchase of Services
Other Delegations--Sale of Services
Facility Use Delegations

https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/extramural-support-administration/

  1. IV, Authority to sign contracts, certifications, applications, etc.:

    The Chancellor or designee has the authority to submit proposals and execute contract and grant documents for extramural support...

    DELEGATION TO: Vice Chancellor Administrative Affairs for contract document and for the Provost for Grants.

    ADDITIONAL COMMENTS: No limits. Delegates sign all Extramural Grant and Contract agreements. When deemed necessary, Delegates will contact Risk Management concerning possible risk factors in any Grant or Contract.

  2. V, Policy, B, 5, Indirect Costs(Overhead):

    It should be demonstrated to the Chancellor or delegated designee that the project is of sufficient importance to warrant subsidizing the indirect costs of the project from other university programs.

    DELEGATION TO: Provost (Elrod)

    ADDITIONAL COMMENTS: No limits. Provost has sole campus responsibility to adjust or eliminate indirect costs from Grants or Contracts.

  3. VI. Resolution #6042, 1:

    Proposals, agreements, contracts and contract supplements for research work or any other purposes upon approval of the project by the president or any vice president of the University of Wisconsin System or the appropriate Chancellor or designee with the following extramural entities: United States Government, any of its agencies or departments, any state or municipality or any agency or department thereof or any non-profit organization.

    DELEGATION TO: Provost (Elrod)

    ADDITIONAL COMMENT: No limits. Provost has sole campus responsibility to approve contracts with other governmental agencies, including non-profit organizations.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/employment-of-student-help/ 5.0, University Responsibilities:

  1. The Chancellor of each institution (or designee) is assigned the responsibility to operate its student employment program including implementation of UW System policies and procedures, institutional compensation plans and monitoring processes.

    DELEGATION TO: Student Employment Coordinator (Buchholz)

  2. The Chancellor (or designee) shall determine which student employment jobs will be compensated on a non-hourly pay basis (salaried).

    DELEGATION TO: Dir. Financial Aid (Miller)

  3. The Chancellor (or designee), with the advice of the committee, shall establish a rate structure that is consistent with the compensation policies in this paper, and that will:

    DELEGATION TO: Dir. Financial Aid (Miller)

  4. Establish a maximum rate which cannot be exceeded without the approval of the University official designated by the Chancellor to monitor the student employment program.

    DELEGATION TO: Dir. Financial Aid (Miller)


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/copyrightable-instructions-materials-ownership-use-and-control/

This policy governs the creation of copyrighted instructional materials by faculty or staff. It addresses the Ownership of material, the contractual considerations, distribution, revision, withdrawal, compensation, outside party rights, and compensation topics relating to the production of such materials. The delegation refers to the administration of SYS 191 by the Chancellor, please review this document in its entirety.

DELEGATION TO: Dept. Chairs

ADDITIONAL COMMENT: Responsible for monitoring the activities of their departments and reporting the creation of instructional materials to the Dean.

DELEGATION TO: Deans

ADDITIONAL COMMENT: Review the characteristics of reported materials and, when application of SYS 191 may be appropriate, report the situation to the Provost

DELEGATION TO: Provost (Elrod)

ADDITIONAL COMMENT: Responsible for applying SYS 191 to reported materials.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/special-course-fees/

IV. Procedures: All special course fees must be approved in writing by the Chancellor or designee(s). The Chancellor is responsible for insuring that these policies are observed and for developing procedures at each institution. Exceptions may be authorized by the Chancellor or designee.

DELEGATION TO: Deans

ADDITIONAL COMMENT: Must submit written proposal to set, delete, or eliminate SCF to Provost. SCF must be justified. Please be sure and review policy prior to submitting. Every effort should be made to use retailers or the bookstore for supplies and printed materials used in courses. Materials must be beyond the ordinary supplies needed to pass the course.

DELEGATION TO: Provost (Elrod)

COMMENT: Approve all Special Course fees submitted by the Deans. Provost will notify Financial Services for collection.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/patent-policy/

D. Procedures for Reporting an Invention: When any member of the staff or student on appointment makes a discovery or invention in pursuing his/her university duties, or on university premises, or with university supplies or equipment, a report of this fact must be made to Chancellor or designee. The Chancellor or designee will judge the relation of the reported discovery or invention to the purpose of any grant or contract that may be involved. The Chancellor or designee has the ultimate responsibility for determining if an obligation to the grantor does exist and, if so, to insure that such obligations are fully met.

DELEGATION TO: Deans

ADDITIONAL COMMENT: Responsible for reporting discovery or invention to Vice Chancellor for Administrative Affairs.

DELEGATION TO: Vice Chancellor for Adm. Affairs (Arnold)

ADDITIONAL COMMENT: Makes determination if an obligation to grantor exists and to take steps to insure obligations are fulfilled. A full review of copyrights and patents will be made.

ADDITIONAL COMMENT: Responsible for compliance with all position control policies and procedures. (Chancellor will review and sign Form 5, Contract Request Card.) Provost as signature authority in the signing of all Academic personnel contracts.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/position-management-policy/

3.2: The Chancellors designee will be responsible for compliance with all position control policies and procedures.

3.4: The Chancellors designee is authorized to create PR(gift and grant) and PRF(contract) positions to enable the faculty to satisfy the terms of regent-approved gifts, grants, and contracts, provided that a report of such action is filed quarterly with System Administration.

DELEGATION TO: Provost (Elrod)


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/relocation-household-moves-and-temporary-or-indefinite-work-assignments/  

section 20.917(3)(A), II, Eligibility, C: Lodging allowance payments are subject to prior approval of the Chancellor. The Chancellor may delegate approval authority to a position no lower than the Assistant Chancellor level.

DELEGATION TO: Deans & Division Heads

ADDITIONAL COMMENT: Each level is responsible for review and initialing for their units, and forwarding to Vice Chancellor for Administrative Affairs.

DELEGATION TO: Vice Chanc. - Adm. Affairs (Arnold)

ADDITIONAL COMMENT: Final approval & signature authority.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/segregated-university-fees/

II, Paragraph 4: Membership must be open to all eligible or qualified students. Exceptions must be approved in advance by the SUFAC and the Chancellor or his/her designee.

Paragraph 5: The allocable portion of the SUF budget must be approved by SUFAC and Chancellor or his/her designee.

III. Guidelines, 1,C.: Representing the institution of the student group in the operation and fulfillment of the mission of the student organizations, student service operations, and student government. (These activities are subject to approval by the Chancellor or his/her designee).

2.C.: On-Campus facilities (buildings and grounds) must be used whenever possible. Exceptions require the approval of the Chancellor or his/her designee.

DELEGATION TO: Ast. Chanc. - Student Affairs (Bilodeau)


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/extramural-support-for-instructional-programs/

III, Policy: Segregated fees for off-campus programs may be waived with the approval of the Chancellor or designee.

DELEGATION TO: Provost (Elrod)

ADDITIONAL COMMENT: Review and set policy relating to Distance Education fees after consultation with the Chancellor.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/recruitmentretention-of-students/

II, Policy, B: Retention of targeted students must be identified as part of the institutions pre-college, recruitment of retention program plan. Programs must be specifically defined and approved by the Chancellor or delegated designee.

DELEGATION TO: Ast. Vice Chanc. - Academic Support Services (Ortiz)

ADDITIONAL COMMENT: Delegated responsibility for complying with guidelines for targeted students.

B,3: Activities not falling within the pre-approved plan may be approved by the Chancellor or delegated designee on a case-by-case basis with proper justification.

DELEGATION TO: Ast. Vice Chanc. - Enrollment and Retention (Aschenbrener)


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/salary-fringe-benefit-calculations-for-unclassified-staff/ 

IV, Procedures, C, Summer Payments: Compensation received in the summer period may not in aggregate exceed 2/9 of the academic year salary of the person appointed unless an explicit exception is granted by the Chancellor or designee, regardless of source of funds. D, Calculation of Overload Payments: In accordance with ACPS-4, overload payments may be made for work of an....unusual, short-term, and non-recurring nature. Specific advance approval of the Chancellor or designee is required.

DELEGATION TO: Deans & Div. Heads

ADDITIONAL COMMENT: Requests overload payments.

DELEGATION TO: Human Resources (Vacant)

ADDITIONAL COMMENT: Delegated responsibility for Unclassified payroll calculations of pay and fringes and for review and recomendation on requests for overload payments.

DELEGATION TO: Provost (Elrod)

ADDITIONAL COMMENT:

  • Signature of Unclassified Employment Contracts. The Chancellor will sign Form 5 Contract Request Form.
  • Approve all Unclassified Salary Advances prior to payment.
  • Approves overload payments requested by Deans/Division Heads and recommended by Director of Human Resource and Development

https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/personal-services-payments/

1. IV, Procedures, Independent Contractor, paragraph 3: If the payment is greater than or equal to $5,000, an academic support services agreement or similar contract, approved by a contracting officer of the institution, must be delegated in writing by the Chancellor.

DELEGATION TO: Continuing Education Outreach Program Manager (Lencho)

ADDITIONAL COMMENT: Reviews and approves all Academic Support Service Agreements to ensure compliance with SYS 235. 2. Paragraph 6: Before payment may be made to an independent contractor for personal services, the person(s) authorized by the Chancellor to approve such payments must certify that this policy and procedure paper (SYS 235) was reviewed and complied with. Such Authorization must be in writing.

DELEGATION TO: Director of Human Resources (Vacant)

ADDITIONAL COMMENT: Payment to Individual Report (the form used to initiate a payment to an individual) will be signed by Human Resource and Development Director prior to the issuance of payment by Accounts Payable PIR Process: PIR forms are available at the Human Resource and Development Office. Forms must be completed by the requesting department. Forms are returned to Human Resource and Development and signed (a space is provided) by the Personnel Director. Forms are then sent to Accounts Payable by Human Resource and Development for issuance of Payment.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/segregated-university-fees/

IV,Regent & System Administration Policies, B, paragraph 2: The Chancellor or designee will consult with SUFAC and/or the appropriate student health committee as to the appropriate programmatic level of student health care on the campus.

DELEGATION TO: Ast. Chanc. - Student Affairs (Bilodeau)


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/tuition-and-fee-policies-for-credit-instruction/ 

III, Procedures, A., paragraph 2:

  1. The Chancellor or designee has the option of reducing or waiving the fee on a case-by-case basis if the amount due is less than $50.

    IV,Exceptions, paragraph 4:


    DELEGATION TO: Provost (Elrod)

    DELEGATION TO: Vice Chanc. Adm. Affairs (Arnold)
    Authority to waive Late Payment Penalty 2.Exceptions to any of the stated procedures, provisions, etc., due to unusual circumstances can be made only by the Chancellor or designated representatives. This policy should be reviewed in its entirety.

    DELEGATION TO: Provost (Elrod)
    Will approve any exceptions following the first.

    DELEGATION TO: Vice Chanc. Adm. Affairs (Arnold)
    Will approve any exceptions following the first.

    DELEGATION TO: Controller (Buske)
    May make a single exception based upon a student emergency.

    DELEGATION TO: UWW Bursar (Gilbert)
    May make a single exception based upon a student emergency.

https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/study-abroad-programs/

V,Exceptions: Exceptions to any aspect of this policy may be made only by the Chancellor or delegated designee. Please review this policy in its entirety.

DELEGATION TO: Director of Center for Global Education (Chenoweth)

ADDITIONAL COMMENT: Local policies must detail the use of exceptions. Exceptions to be fully documented and subject to campus and system audit.


https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/study-abroad-programs/

V,Exceptions: Exceptions to any aspect of this policy may be made only by the Chancellor or delegated designee. Please review this policy in its entirety.

DELEGATION TO: Director of Center for Global Education (Chenoweth)

ADDITIONAL COMMENT: Local policies must detail the use of exceptions. Exceptions to be fully documented and subject to campus and system audit.


NOTE: Compliance with Pre-Audit duties will be signified by the initialing of the appropriate document (i.e. Voucher, Chargeback report, Requisition, etc.)

Purchase Order's, PN-Audit

DELEGATION TO: (Vacant)

Telephones

DELEGATION TO: (iCIT)

Payroll Pre-Audit

DELEGATION TO: Human Resources (Vacant)

Physical Plant C/B Pre-Audit

DELEGATION TO: (Klosso)

Payments to Individuals and Contract, Charge Backs and Expenditure Corrections, G/L, Quick Orders, Utilities, Travel Pre-Audit

DELEGATION TO: (Financial Services (A/P)

Printing and Dupl. Pre-Audit

DELEGATION TO: (Hlavacek)

Purchasing

DELEGATION TO: (Vacant)

Student Employment Pre-Audit

DELEGATION TO: Financial Aid (Murray)

Risk Management

DELEGATION TO: Director of Risk Management & Safety (Fredrick)

Other Delegations-Purchase of Services

The delegations below provide University signature authority to commit to the Purchase of Services. This will normally take the form of a PIR (Payment to Individuals) or an Academic Support Agreement. The positions listed below are delegated authority to commit the campus to such purchases. Copies of the agreements must be submitted to Personnel immediately following signature. PIR forms are available in the Personnel Office and must be approved by the Personnel Director prior to taking affect. Note that Academic Support Agreements are limited to providing classroom related support.

DELEGATION TO: Director of Center for Global Education (Chenoweth)
  • Delegated authority to sign travel study contracts under $25,000 utilizing a standard format. Contracts over $25,000 or those utilizing a format other than our own standardized format are reviewed and signed by the Purchasing Department.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Director of Residence Life (Bartlett)
  • Authorization to sign agreements with entertainers for Housing related events. Limit=$1000. Historically unique or long term contracts or contracts over the above limit must be signed by the Assistant Chancellor for Student Affairs.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Athletic Director (Vacant)
  • Authorization to sign contracts and agreements relating to normal athletic functions and contests. Original documentation will be maintained by the Athletic Department. Limit=$1000. Agreements which are not part of the normal operation of the Athletic Department or which are for a term greater than one year are not covered by this delegation.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Student Center Director (Barry)
  • Delegated authority to sign normal operational contracts in Student Center programs up to a maximum limit of $1,000. Historically unique, long term, or contracts over the above limit must be signed by the Assistant Chancellor for Student Affairs.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Dean-Art and Communication (Vacant)
  • Delegated authority to sign normal operational contracts in CFA facility up to a maximum limit of $1,000. Historically unique, long term or contracts over the above limit must be signed by the Provost.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Ast. Chanc. - Student Affairs (Bilodeau)
  • Delegated authority to sign normal operational contracts in Student Services programs. Historically unique or long term contracts are to be reviewed by the Chancellor prior to signature.
  • May further delegate signature authority to program directors within Student Services, but such delegations must be noted on this document.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.

Other Delegations-Sale of Services

The delegations below provide University signature authority to commit to the Sale of Services. The positions listed below are delegated authority to commit the campus to providing services for a negotiated fee. Copies of the agreements must be submitted to Purchasing immediately following signature. Purchasing will forward the agreements to Risk Management for review.

DELEGATION TO: Recreation Sports and Facilities Director (Harms)
  • Authorization to sign agreements relating to the use of outdoor athletic facilities by non-university entities. This delegation covers only one or two day events. Any other use of outdoor facilities must be signed by the Assistant Chancellor for Student Affairs. Historically unique or long term contracts or contracts over the above limit must be signed by the Assistant Chancellor for Student Affairs.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Royal Purple Staff
  • As part of the educational content of the operation of the student newspaper, student employees of the Exponent solicit advertising from potential advertisers. All resulting ad agreements must be reviewed and signed by the Exponent Faculty Advisor.
DELEGATION TO: Royal Purple Advisor (Martino)
  • All advertising agreements must be signed by the Exponent Faculty Advisor. Original contracts will be kept on file by the Exponent staff and are subject to University and State audit.
DELEGATION TO: I.L. Young Auditorium Director (Kohberger)
  • Delegated authority to sign normal operational contracts for indoor facility rentals up to a maximum limit of $1,000. Historically unique, long term, or contracts over the above limit must be signed by the Assistant Chancellor for Student Affairs.
  • Original contracts must be forwarded to the Purchasing Department so that funds may be encumbered through the issuance of a Purchase Order.
DELEGATION TO: Cable-6 Student Staff
  • As part of the educational content of the operation of the student Cable station, student employees of Cable-6 solicit advertising from potential advertisers. All resulting ad agreements must be reviewed and signed by the Cable-6 Faculty Advisor.
DELEGATION TO: Cable-6 Faculty Advisor (Mead)
  • All advertising agreements must be signed by the Cable-6 Faculty Advisor. Original contracts will be kept on file by the TV-6 staff and are subject to University and State audit.

UWS 21 Administrative Code, Use of University Facilities:

Section 21.04: Use of facilities by persons or organizations not associated with an institution. (1) The Chancellor of each institution, or his or her designee, may permit persons, or organizations not associated with that institution, to use university facilities at his or her institution if sponsored by a recognized organization by a University department/unit. PLEASE REFER TO THE STATUTE IN ITS ENTIRETY.

Application of UWS 21 is detailed in the UW-Whitewater Policy on Facilities and Grounds Use. Both UWS 21 and UW-Whitewater Policy is available at the UW-Whitewater Administrative Affairs Office (472-1292) or in the university policies.

(Building includes equipment & supplies located in buildings)