Reminder: You can email receipts to Workday

Save a step and email your receipts!

Did you know there's an easy way to send expense receipts to Workday? 

Email your receipts to receipts@expensereport.virginia.edu from one of the email addresses in your Workday profile.

 
If you are a delegate for another employee, you can reassign the receipts to the correct expense owner.

Please reference the Email Receipts to Workday for Expense Reports QRG for more information.

Who Can Sign Contracts at UVA?

Contributed by the Office of Audit & Compliance

Understanding Signatory Authority

Contracts are essential to our work at UVA: supporting research, purchasing goods and services, managing facilities, and partnering with external organizations. But before anyone signs on the dotted line, it’s critical to know: who actually has the authority to sign on behalf of the University?

That’s what University Policy FIN-036: Signatory Authority for Executing University Contracts is all about.

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Why This Policy Matters

This policy ensures that every University contract:

• Is reviewed and signed by someone with official signatory authority, delegated by the Executive Vice President and Chief Financial Officer (EVP/COO).
• Complies with federal and state laws, and aligns with UVA’s internal policies and guidelines.
• Has gone through all required reviews and approvals (such as procurement, risk management, compliance, or legal) before being executed.

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What Counts as a Contract?

A contract is any agreement between UVA and an external party to do—or not do—something in exchange for something of value (called "consideration"). Even if the document is titled something else (like a memorandum of understanding (MOU), statement of work, or agreement), if it’s signed by both UVA and an external party, it’s a contract under this policy.

Examples of external parties include:

• Vendors (Suppliers)
• Grant sponsors
• Donors

University-Associated Organizations (UAOs)

• Contracted Independent Organizations (CIOs) or Fraternal Organizations
• Individuals providing services as independent contractors

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When Is Signatory Authority Not Required?

Internal UVA agreements between departments, schools, or units don’t require delegated signatory authority, as long as all parties fall under the same legal entity: "The Rector and Visitors of the University of Virginia."

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Who Does Have Signatory Authority?

Only employees who have received an official signatory authority delegation letter from the EVP/COO are allowed to sign contracts on behalf of UVA. This letter outlines the types of contracts that person is authorized to sign; it’s not a blanket approval to sign anything!

Signatory authority is centralized in key offices, including:

• Office of Sponsored Programs (OSP) – for grants and research-related contracts
• Procurement Services – for purchasing goods and services
• Facilities Management – for construction and related services
• Office of the EVP & Provost – for academic program agreements
• Office of the VP & Chief Financial Officer – for other contracts, such as leases or practicum agreements

When in doubt, Procurement Services can help you determine the right next step.

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Why This Matters: Risks of Unauthorized Signatures

If someone signs a contract without proper authority:

• The contract may be declared void.
• The individual may be held personally responsible for the terms, including payments or penalties.
• Disciplinary action may follow, up to and including termination.

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Bottom Line

Before signing or routing a contract for signature, always check:

• Is this contract with an external party?
• Has it been reviewed by the appropriate administrative office?
• Have I (or the signer) received a signatory authority delegation letter from the EVP/COO as described in  policy FIN-036?

Let’s make sure UVA’s contracts are compliant and properly executed, so we can keep our focus on the mission.

Contact askfinance@virginia.edu with questions or concerns.  We'll be happy to help!