Delegation of Authority
- Table of Contents
- Affiliation Agreements
- Athletic Agreements
- Class Room Use Agreements
- Construction Contracts
- Donor Agreements
- Employment Agreements
- Facilities Use
- Federal and State Regulatory Agreements
- Financial Aid Agreements
- Intellectual Property
- Lease Agreements
- Litigation Settlements
- Memoranda of Agreement/Understanding - Academic
- Memoranda of Agreement/Understanding - Research
- Memorandum of Understanding/Memorandum of Agreement - Other
- Non-Contractual HR Forms
- Purchasing Agreements
- Real Property
- Research Agreements
- Services Agreements(See Purchase Agreements)
- Other Agreements
Affiliation Agreements |
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Type of Contract |
Typical Routing for Review |
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Academic agreements with foreign institutions |
OIP Legal Counsel |
Provost |
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Academic agreements with other institutions/entities |
Dean Legal Counsel Dean of Graduate Studies If graduate program |
Provost |
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Athletic Agreements |
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Type of Contract |
Authority to Execute |
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Coach’s Contracts
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Athletic Director Legal Counsel VP for Student Affairs President
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Classroom Use Agreements |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Classroom Use Agreements |
Registrar Manager of Conference Services
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Manager of Conference Services or Director of Sports Facilities and Conference Services or Director of Auxiliary Services |
Construction Contracts |
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Type of Contract |
Typical Routing for Review |
Authority to Execute Contracts less than $75,000 |
Authority to Execute contracts over $75,000 |
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Physical Plant Construction |
OFS Director State A&E, if required |
OFS Director |
State A&E unless delegated to OFS |
|
Modification/alteration to buildings |
OFS Director, State A&E if required |
OFS Director |
State A&E unless delegated to OFS |
Donor Agreements |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Outright Gift to Foundation (Donor) Gift Agreement |
Foundation Development & Accounting Staff |
MSU Foundation Officer, President, or Treasurer
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Mature Bequest or other Deferred Gift to MSU designated for endowed scholarship, Foundation Agent of MSU Memorandum of Agreement |
MSU Treasurer, Dean of Beneficiary College & Foundation Admin & Accounting Staff
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Same as above plus MSU Admin (e.g. Dean, FA Director, or Treasurer)
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Outright Gift to MSU Foundation Naming Opportunity MSU Facility (Donor) Gift Agreement |
College Development Officer, MSU Foundation Admin Staff
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MSU Pres & MSU Foundation Foundation Officer, President, or Treasurer
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Gift to MSU Foundation Naming Opportunity MSU Foundation Facility (Donor) Gift Agreement |
MSUF President and Treasurer
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MSUF Officer, President, or Treasurer
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Outright Gift to MSU for any purpose or Mature Bequest or other Deferred Gift for other than scholarship |
No Involvement by MSU Foundation |
No Involvement by MSU Foundation
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Employment Agreements |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Offer/Hire Letters Tenure/Tenure Track Faculty |
Dept. Head Dean Legal Provost |
Provost |
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Offer/Hire Letters Contract Professionals – BOR |
Dept. Head/ Director Dean HR/AA Appropriate VP |
Appropriate VP |
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BOR Contracts |
President |
President |
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Letter of Appointment – Adjunct; non-tenured faculty; research professional; grant funded professional |
Dept. Head Dean HR/AA |
Appropriate VP |
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Summer session appointments |
Dept. Head HR/AA Dean |
Appropriate VP |
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Modification of Letter of Appointment with salary change |
Dept. Head Dean HR/AA Appropriate VP |
Appropriate VP |
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Modification of Letter of Appointment |
Dept. Head Dean HR/AA Appropriate VP |
Appropriate VP |
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Intergovernmental Personnel assignments |
Dept. Head Dean OSP, if research funded Legal Counsel President |
President |
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Additional compensation – Faculty/Contract Professional |
Dept. Head Dean Provost – Faculty VP - Professional President |
All add comp must be approved by the President’s designee |
Facilities Use |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Sports Facilities |
Director of Sports Facilities and Conference Services |
Director of Sports Facilities and Conference Services |
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SUB Facilities |
Manager of Conference Services |
Director of Sports Facilities and Conference Services |
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Outdoor Locations Use |
Director of Student Activities if appropriate |
Manager of Conference Services |
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Other Facilities Use (Including Filming on Campus) |
Manager of Conference Services |
Manager of Conference Services |
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Federal and State Regulatory Agreements |
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|
Type of Contract |
Typical Routing for Review |
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Permits. Licenses, Declarations, applications filed with state local or federal regulatory agencies on behalf of MSU |
Dept. Head SRM Facilities VPAF |
Financial Aid Agreements |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Program Participation Agreement |
President's Office and US Dept of Education Secretary |
President
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Freeborn Loan - Memorandum of Understanding (in process of being finalized) |
Alumni Assoc, Foundation and Financial Aid Office
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Directors of Alumni Assoc, Foundation and Financial Aid Office |
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Consortium Agreements (Student specific) This is an agreement to allow MSU to give financial aid funds to our degree-seeking students attending another institution. Student and term specific. |
MSU and other school's Financial Aid Office
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Associate Director of Financial Aid
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Work Study Contracts - Contract that allows students to use federal work study funds for off-campus employment. |
Off-campus work study employer and Financial Aid Office |
Financial Aid Assistant Director
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Intellectual Property |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Invention/Software/ Copyright Disclosure |
Inventor |
n/a |
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License Agreement (University owned technology) |
TTO |
VPR |
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Material Transfer Agreement |
Faculty |
VPR |
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Non-Use Non-Disclosure Agreement (Confidentiality Agreement) |
Faculty |
VPR |
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Collaborative Research Agreement |
OSP |
VPR |
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Revenue Sharing Agreement |
Faculty |
n/a |
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Memorandum of Understanding (MOU) |
Faculty |
VPR |
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Inventor Assignment Agreement |
Inventor |
VPR |
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Patent Prosecution Documents |
TTO |
VPR |
Lease Agreements |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Equipment Lease/Use agreement MSU as lessor |
Dept. Head/Director Legal Counsel OTT if research equipment Dean |
Appropriate VP under Real Property Lease Policy |
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Real Property Leases 2 years or less (land and building space) MSU as Lessee |
Dept. Head/Director OFS Legal |
Appropriate VP under Real Property Lease Policy |
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Real property Leases More than 2 years MSU as Lessee |
Dept. Head/Director OFS Legal Counsel VPAF BOR |
Appropriate VP under Real Property Lease Policy |
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Real Property Lease MSU as lessor |
Dept. Head/Director OFS (if not AES managed) Director of AES (if AES managed Land) |
Appropriate VP under Real Property Lease Policy |
Litigation Settlements |
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|
Type of Contract |
Typical Routing for Review |
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All litigation settlements or payments |
Legal Counsel President BOR, if necessary |
Memoranda of Agreement/Understanding - Academic |
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| Type of Contract, |
Typical Routing for Review |
Authority to Execute |
|
General MOA/MOU [Documents programmatic commitments between MSU and Non-MSU entities to perform educational and service activities.] |
Dept. Head Dean Provost |
Provost |
|
International Programs [Agreements relevant to MSU’s involvement in an international program.] |
OIP Legal Counsel Provost |
Provost |
|
Training Affiliations/ internships (documents the mutual obligations for training/internship opportunities for MSU students) |
Dept. Head/Director Dean Dean of Graduate Studies, if graduate studies |
Dean |
Memoranda of Agreement/Understanding - Research |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Research Collaboration/Joint research Project with other institutions/entities Documents the mutual obligations that commit MSU employee/equipment to research related activities |
Dept. Head Dean OSP TTO VPR |
VPR |
Memoranda of Agreement/Understanding – Other |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
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Pledge of programmatic commitments not involving academic or research |
Dept. Head/Director Dean Appropriate VP |
Appropriate VP |
Non-Contractual HR Forms |
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Form |
Required Signatures |
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Classified Fixed Term Request |
Supervisor |
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Family and Medical Leave Request |
Employee Dept Head |
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Funding Change Only |
Director/Dept Head or designee AES/ES/OSP, if appropriate |
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Hiring Rationale/Summary of Search Process for Offers above Entry - Classified |
Hiring Authority Classified Recruitment Specialist |
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I-9 Employment Eligibility Verification |
Employee Employer or Authorized Representative |
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Leave Without Pay Request (must accompany a PTF) |
Employee |
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Lump Sum Bonus |
Supervisor |
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New Hire Salary Exception - Classified |
Supervisor |
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New Hire Salary Exception - Classified |
Dean/Director |
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Payroll Funding Correction Form |
Director/Dept Head or designee |
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Performance Evaluation - Classified |
Employee |
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Personnel Transaction Form - Classified |
Director/Dept Head |
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Personnel Transaction Form - Professional/Faculty |
Director/Dept Head |
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Position Description (non-MAP classified employees) |
Employee |
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Progression Plan |
Employee |
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Recruitment Authorization Form |
Director/Dept Head |
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Role Description |
Employee |
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Sick Leave Direct Grant Form |
Donating Employee |
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Separation/Termination Checklist |
Representative of Home Dept |
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Strategic Pay Request |
Dept Head |
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Student Work Study |
Student |
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Summer Session Appointment Form |
Employee |
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Temporary Hourly Non-Classified Appointment Form |
Employee |
Purchasing Agreements
The General Services Division entered into a Procurement Delegation Agreement (PDA) with MSU-Bozeman effective from October 1, 2005 through September 30, 2007. This agreement allows the MSU-Bozeman Purchasing Department to further delegate purchasing authority across the Bozeman campus and to affiliate campuses. The authority granted below is in accordance with the Procurement Delegation Agreement.
The matrix below provides signature authority levels. There are some exceptions to this matrix, which are too extensive to include below. For example, Departments are not authorized to issue contracts for new vehicles, photocopiers, etc. When buying goods and services on behalf of your department, please ensure you are authorized to sign the contract. When in doubt, please contact the Purchasing Department prior to signing any document that legally binds the University. The University must comply with the Montana Procurement Act, Title 18 of the Montana Code Annotated.
Please refer to the "Procurement Policy and Procedures" at /policy/purchasing/
Montana State University, including departments and affiliate campuses, must use the most current form of MSU-Bozeman's Standard Contract Language (Standard Statements and Boilerplate Terms and Conditions), IFB forms, RFP templates, Limited Solicitation forms, Sole Source/Sole Brand Justification forms, and all pertinent standard statements and standard forms in their entirety unless exceptions are approved by the General Services Division.
Leslie Taylor, Legal Counsel, must approve any contract that is not an approved MSU template, prior to award.
Montana State University departments and affiliate campuses, agree that all vendor requests for exceptions to MSU-Bozeman's Standard Contract Language or contract templates requirements be approved in writing by MSU-Bozeman Legal Counsel or (2) the State Procurement Bureau. Our first preference is to obtain approval from Ms. Taylor.
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Type of Contract
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Authority to Execute Contracts up to $25,000*
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Authority to Execute Contracts up to $50,000*
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Authority to Execute contracts up to $250,000*
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"Controlled Items" such as New Vehicles, Photocopiers, etc.
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Purchasing Department
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Purchasing Department
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Purchasing Department
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Departmental Purchase Order (DPO)
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All MSU departments and affiliate campuses per the PDA
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MSU-Billings MSU-Bozeman:
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MSU Bozeman Purchasing Department per the PDA
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Contracted Services Agreement
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All MSU departments and affiliate campuses per the PDA.
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MSU-Billings MSU-Bozeman:
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MSU Bozeman Purchasing Department per the PDA
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Contract resulting from a Request for Proposal
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Purchasing Department
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Purchasing Department
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Purchasing Department
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Purchase Order
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Purchasing Department
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Purchasing Department
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Purchasing Department
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Purchase Agreements
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Purchasing Department
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Purchasing Department
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Purchasing Department
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Cooperative Agreements: Inter-governmental agreements for research purposes
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All MSU departments and affiliate campuses per the PDA
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MSU-Billings MSU-Bozeman:
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Purchasing Department per the PDA
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Cooperative Agreements with Montana political subdivisions or other state or local
governments
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All MSU departments and affiliate campuses per the PDA
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MSU-Billings MSU-Bozeman:
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Purchasing Department with prior approval from the SPB
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No Cost Contracts
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All MSU departments and affiliate campuses per the PDA
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MSU-Billings MSU-Bozeman:
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Purchasing Department
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Contracts that generate revenue for Montana State University or the State of Montana
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All MSU departments and affiliate campuses per the PDA
Not to exceed $25,000 in total revenue
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MSU-Billings MSU-Bozeman:
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Purchasing Department
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* The authority granted above is in accordance with the Procurement Delegation Agreement.
Real Property |
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
|
Sale |
Legal Counsel AES, if necessary President BOR Board of Land Commissioners |
President or designee |
|
Exchange |
Legal Counsel AES, if necessary President BOR Board of Land Commissioners |
President or designee |
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Easemant |
Legal Counsel AES, if necessary President BOR |
President or designee |
| Research Agreements | ||
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
|
Federal, state grants, contracts and cooperative agreements for performance of research |
OSP |
VPR |
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Sponsored Research Agreements with private entities for research |
OSP |
VPR |
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Subcontracts |
OSP |
VPR |
| Other Agreements | ||
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Type of Contract |
Typical Routing for Review |
Authority to Execute |
|
Any contract or agreement not specified |
Legal Counsel Dean/Director Appropriate VP |
Appropriate VP |