Signature Request Matrix

The purpose of this signature matrix is to provide guidance on how to request signatures on contracts and agreements from the EHE CAO as well as how to request the Dean’s approval and OAA approval for expenditure transactions.

Type of Request	Criteria	Required Signature	Process
OSU Internal Contracts	OSU Internal Vendor Agreements; including but not limited to the following: The Blackwell Inn The Fawcett Center The Faculty Club The Recreation and Physical Activity Center The Ohio Union and Drake Union University Catering The Ohio State University Golf Club 4H Center Other Short‐Term campus facility event/conference/meeting space rentals, including but not limited to Schottenstein Center, Ohio Stadium, St. John Arena, Pomerene Hall, et al). “Short‐Term” is defined as one‐day to one‐week internal space rentals.	EHE CAO	Email a clean copy (no OSU signatures) of the agreement and requisition to EHE-BusinessOperations@osu.edu Please anticipate a 3‐5 business days turnaround time. The requester will receive a signed copy via DocuSign.
External Vendors (non OSU vendors)	Agreements with external vendors, in an amount not to exceed $5,000, for the following categories can be signed by the EHE CAO: SC10736 – Hotels and Lodging (excludes local, Columbus lodging) SC10726 – Meeting Facilities Rental SC10671 – Food – Restaurants and Catering SC10663 – Education and Training – Conference Registration SC10737 – Entertainment Services (excludes local, Columbus activity) These agreements must include the Compliance with Ohio Law language prior to signature. If the Vendor rejects this language, you must consult with The Office of Legal Affairs. Contracts and agreements with external vendors that exceed $5,000 should be attached to the Workday requisition for OSU Purchasing’s signature (see below).	EHE CAO	Email a clean copy (no OSU signatures) of the agreement and requisition to EHE-BusinessOperations@osu.edu Please anticipate a 3‐5 business days turnaround time. The requester will receive a signed copy via DocuSign.
External Vendors (non OSU vendors)	Contracts and agreements with spend categores outside of those listed above and external vendor contracts/agreements that exceed $5,000 should be attached to the Workday requisition for OSU Purchasing’s signature.	OSU Purchasing	Attach a clean copy (no OSU signatures) to the requisition. Add a comment to the requisition that the contract/agreement needs signed.
Earnings Unit Agreements	The following types of revenue generating agreements must be in the approved OSU template, with no changes. These Agreements must not exceed $250,000. Master Testing and Service agreements‐ (Revenue Generating for the unit Only) Agreements for the provision of Training Services Speaker Agreements Agreements for Testing‐Special Services for Single Projects For all Agreements that deviate from the OSU approved template, the CAO is only permitted to sign those Agreements that do not exceed $25,000 and have prior approval from OSU Legal. ALL AGREEMENTS, REGARDLESS OF FORM, ARE SUBJECT TO PRIOR REVIEW AND APPROVAL BY THE OFFICE OF LEGAL AFFAIRS.	EHE CAO	Requests in the approved OSU template: email a clean copy (no OSU signatures) of the agreement to EHE-BusinessOperations@osu.edu. Requests NOT in the approved OSU template: email the agreement to OS Legal for review. Once cleared by legal, email a clean copy (no OSU signatures) of the agreement to EHE‐BusinessOperations@osu.edu. Please anticipate a 3‐5 business days turnaround time. The requester will receive a signed copy via DocuSign. The department must file a copy of the fully executed agreement in the EHE Fiscal Team OneDrive ‐> Documents ‐> EHE Contracts.
Dean’s Approval	The Dean’s Approval is required for all Special Categories: Alcohol Employee Recognition Entertainment & Gifts Institutional Memberships Rewards & Recognition Spouses, Partners & Guests Expenditures Exceptions to University Policy Other Deviations to the Expenditure, Purchasing or Travel Policies Please also see the Dean’s Approval Process on the OFBS website.	EHE CAO on behalf of the Dean	PCard Pre Approval Form – Department Fiscal Staff to include BusOps Manager and CAO in signature workflow in DocuSign.
			OSU Policy Exception Form (for exceptions to OSU policy) – dean’s approval is built into the signature workflow via DocuSign
			Financial Guidance Exception Request Form (for requests that fall outside of the annual EHE Financial Guidance; not to be confused with the OSU Policy Exception Form) ‐ dean’s approval is built into the signature workflow via DocuSign
			Workday system transactions – Department Fiscal Staff to ad hoc both the EHE Bus Ops Manager AND the EHE CAO at the same time in Workday.
OAA Approval	OAA approval is required for expenses related directly to the dean. Transactions in the dean’s name or initiated by the dean –	Associate Vice President for OAA	Approvals for the Dean will follow the Signature Authority process as set by the University in which approval is required by the Office of Academic Affairs (OAA). It is important to note that the expenditures that fall within the Signature Authority descriptions must be made on behalf of the Dean in order for the workflow to be properly assigned in the Workday system.
	Transactions not in the dean’s name, in which the dean’s attendance is necessary –		Department Fiscal Staff to ad hoc both the EHE Bus Ops Manager AND the OAA Assoc. VP at the same time in Workday.