UCLA DA 240.02: Expenditures Against Firm Commitments Under Contracts and Grants

Date:	August 05, 2011 Print
From:	Chancellor Gene D. Block
To:	Executive Vice Chancellor & Provost Scott L. Waugh Vice Chancellor for Research James S. Economou Associate Vice Chancellor, Research Administration Marcia Smith Associate Vice Chancellor & Chief Medical Officer Medical Services, Medical Sciences J. Thomas Rosenthal Assistant Vice Chancellor, Research Ann Pollack Director of Licensing Emily Loughran Director, Office of Contract & Grant Administration Patti Manheim Director, Clinical Trials Contract Unit Helene Orescan Director, Industry Sponsored Research and Material Transfer Brian Roe Senior Contract & Grant Officers Contract & Grant Officers Industry Contract Officers Clinical Trial Contract Officers Senior Grant Analysts Contract Grant Analysts
References:	Standing Orders of The Regents, Section 100.4(n); UC DA 0666 (Expenditures Against Firm Commitments Under Contracts and Grants) to Chancellors, dated 4/14/1980 and 8/26/1980.
Supersedes:	UCLA DA 240.01 (Expenditures Against Firm Commitments Under Contracts and Grants) to EVC & Provost Neuman, et al., dated 2/22/2006.

I hereby redelegate to you, in your various positions and respective areas of authority, the authority to permit expenditures or commitments of funds against any approved research, training, or development contract or grant when a fully executed contract is in hand or a written notice of grant award has been received or, in the absence of such documentation, when (a) the contract or grant is within the solicitation authority previously delegated to you and you have satisfied yourself that a firm commitment exists to reimburse the University for the amount of its own funds advance, and (b) there is an essential need to advance or commit funds (which normally means to pay salaries or meet other expenses of a continuing project).

For guidance in interpreting what constitutes a "firm commitment," General Counsel has provided the following:

While firm commitment has no legal definition, it is obviously something less than a contract. The phrase is applicable to situations where University personnel are advised by representatives of Government agencies that a contract or grant will be forthcoming, and the only delay is a ministerial one of document processing. An agency representative making such a presentation must be one who can be relied on for such representation.

This delegation is being reissued due to organization changes and there no substantive changes to the delegation being superseded. This authority may not be further redelegated.

cc:	Administrative Vice Chancellor Associate Vice Chancellor, Corporate Financial Services Manager, Administrative Policies & Delegations