Contract Review and Approval Policy

Responsible Unit: Finance | Executive lead: Chief Financial Officer 
Created: 1/2/2024 | Reviewed/Revised: 04/2024 | Effective: 05/2024
Compliance:  
Approving Body: <PAC> | Classification: <Institution-wide> 

Policy:  
Contracts that financially and legally obligate Pacific Northwest University of Health Sciences (PNWU) require a unit/department and a designated contract official review before engaging in the statement of work. This includes amendments, addendums, renewals, and revisions to existing contracts. Contracts that create significant liability and/or legal risk may undergo an external legal and/or administrative review prior to being executed. Contracts that do not align or are in direct conflict with the mission of the University should not be entered into.  

No member of the university community may sign or otherwise execute a contract that binds the university unless they have been delegated signature authority by the President as stated in this policy’s Appendix. Contracts signed by a PNWU employee without delegated signature authority may be deemed invalid. 

Under the Conflict-of-Interest policy and the Ethical Conduct policy, individuals must disclose any known or possible conflict(s)-of-interest with a potential vendor to the Office of Compliance, Ethics and Integrity Services, (OCEIS). An employee who has known or possible conflict(s)-of-interest with a potential vendor shall not participate in the review, selection, or approval process of choosing a vendor. 

Contracts between student clubs/SGA and outside individuals or entities such as food truck vendors, speakers, bands, or off-campus facilities, require approval from Student Affairs. Student Affairs is responsible for the preliminary review of such contracts. The University will not assume liability for contracts entered into by student clubs that do not comply with this policy. 

To ensure compliance with IRS regulations and compliance with non-U.S. countries, PNWU must analyze a foreign national’s or vendor’s eligibility to work and conduct business in the United States. Staff will contact the Finance Department for guidance prior to pursuing the engagement of a foreign national or vendor for services. 

This policy does not apply to employment contracts, academic affiliation agreements or clinical affiliation agreements. Academic affiliation and clinical agreements are maintained by each individual academic program. Employment contracts are maintained by Human Resources. 

All other contracts are maintained jointly by the Finance Department and the designated contract coordinator. All fully executed contracts must be maintained for the period required by applicable law and university policy. 

Authorized Signatories: 
See Appendix 

Definitions:  
Conflict-of-Interest – A situation where financial or other personal or professional considerations have the potential to compromise an individual’s objectivity, professional judgment, professional integrity, and/or ability to perform his/her professional responsibilities to the University.  

Contract – any agreement between two or more parties that creates a legally binding obligation to do or not to do a particular activity. Applies to any document that obligates the university, irrespective of the terminology used to describe that document. For the purpose of this policy, the terms contract and agreement are interchangeable. 

Contractor Initiator – PNWU individual who proposes to enter into a contract with a non-university individual or entity. 

Contract Signature Authority – Individuals authorized and empowered to execute in the name of PNWU. 

Designated Contract Coordinator – Individual responsible for reviewing and processing PNWU contracts prior to signature. 

External Legal Review – An independent review of a contract by outside legal counsel to ensure that legal and financial risk is reduced as much as possible to protect the interests of PNWU. 

Fully Executed Contract – The point at which a contract/agreement has been signed by each party to form a legally binding contractual relationship. 

University – refers to Pacific Northwest University of Health Sciences, its colleges, schools, and programs. 

Procedure:  
Contract Review and Approval Procedure  

Related Documents: 
Conflict of Interest Policy 
Conflict of Interest Disclosure Form 
Contract Routing Form 
Ethical Conduct Policy 
Independent Contractor Determination Checklist 
Independent Contractor Services Agreement 
Independent Contractor Services Amendment 
Limited Engagement Agreement 
Records Retention and Disposition Policy

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu