An Account Authority is defined by the Spending Authority Policy as an individual with Spending Authority for a specific UPEI general ledger account. In general, an Account Authority means the applicable Dean, Chair, Director, or Department Head for operational accounts or Principal Investigator ("PI") for research accounts.

Being an Account Authority does not authorize you to sign contracts on behalf of the University, signing a contract requires a Designated Signing Authority under the Signing Authority Policy.

Account Authorities should ensure that all University policies and procedures, including procurement requirements, are met prior to submitting a contract for review and signature. The contracted party should not be authorized to proceed with the contract, nor should payment be approved, until the contract is fully executed (signed by all parties).

As the Account Authority for this contract, your responsibilities include, but may not be limited to, the following:

• Pre-Signature

  • Ensuring compliance with the Procurement Policy 

  • Reviewing and understanding the terms and conditions of the agreement (if unclear contact the Contract and Insurance Office for advice and clarification).

  • Reviewing the business terms and approving the budget prior to submitting a contract for review and signature. 

  • Ensuring the collection, review, and maintenance of any required certificates of insurance, worker's compensation insurance, and performance bond, if applicable. The contractor should not be authorized to proceed until you have received and verified the accuracy and authenticity of current and adequate certificates of insurance, worker's compensation insurance, and a performance bond if required. These documents should be maintained in your departmental files. Procedures should also be established to track renewal dates in order to ensure that you receive evidence of renewals on a timely basis.

• Post-Signature

  • Returning a fully executed agreement to the Comptroller’s Office.

  • Verifying that the contractor or vendor complies with all of the terms and conditions of the agreement.

  • Ensuring that all services have been received to your specification prior to authorizing payment.

  • Ensuring that all revenue generated pursuant to the terms of the service contract is received and deposited into an appropriate University account.