# Vendor Delegation of Authority Policy

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**1. Policy Title:** Vendor Delegation of Authority Policy

**2. Version:** 1.0

**3. Effective Date:** 21.01.26

**4. Review Date:** 21.01.27

**5. Policy Owner:** Head of Procurement

**6. Policy Sponsor:** Director of Operations

***

**7. Purpose:**

* This policy defines how vendors appoint, update and maintain Authorized Signatories and Authorized Representatives. It ensures delegated authority is properly documented, verified and recorded so that Intersect can rely on approvals and instructions provided by authorized vendor representatives.

**8. Scope:**

* Vendor Authorized Signatory who execute contracts on behalf of the vendor; and
* Vendor Authorized Representatives authorized to act on behalf of the Authorized Signatory for defined categories of contractual or operational matters, as set out in the contract Delegation of Authority Form.

**9. Principles:**

* **Written Authorization:** Delegations must be provided by filling out the Delegation of Authority Form provided.
* **Verification:** Intersect will verify the identity and authority of Authorized Signatories and Authorized Representatives before recognizing their authority.
* **Record Keeping:** All delegations, updates and revocations are recorded by Intersect.
* **Continuity:** Previously valid delegations remain effective until Intersect receives written notice of revocation or replacement.

**10. Definitions:**

* **Authorized Signatory:** The individual who executes the vendor contract and has authority to bind the vendor.
* **Authorized Representative:** An individual formally delegated authority by the Authorized Signatory to act on defined categories of contractual or operational matters.
* **Delegation Notice:** Written notice (email) provided by the Authorized Signatory identifying Authorized Representatives and their scope of authority.
* **Revocation Notice:** Written notice removing or replacing an Authorized Signatory or Authorized Representative.
* **Delegation of Authority Form:** Form provided in the contract in contract Appendix, or provided to Vendor if requested.

**11. Policy Statements:**

* The Authorized Signatory may appoint Authorized Representatives for defined categories of contractual or operational matters.
* Delegations must be provided by filling out the Delegation of Authority Form and signed by the Authorized Signatory, and must clearly specify:
  * Name
  * Title / Role
  * Email contact
  * Category of delegated authority
* Intersect will not recognize any delegation until it has been recorded and verified.
* The Vendor can assign one or many Authorized Representatives.
* Authorized Representatives may act only within their documented scope of authority.
* Delegated authority remains valid until Intersect receives written revocation or replacement notice.
* Intersect may reject or request clarification of any delegation notice that is incomplete or ambiguous.

**12. Roles and Responsibilities:**

**Vendor Authorized Signatory**

* Executes contracts on behalf of the vendor.
* Issues written delegation notices for Authorized Representatives.
* Ensures Authorized Representatives understand their scope of authority.
* Issues written revocation or replacement notices when representatives change.

**Vendor Authorized Representative**

* Acts only within the documented scope of delegated authority.
* Submits approvals or instructions through official communication channels.
* Provides identity or authority verification if requested.

**Intersect Procurement and Operations Teams**

* Receive and review delegation notices.
* Verify the identity and authority of Authorized Signatories and Authorized Representatives as required.
* Record delegation details in internal authority registers.
* Maintain records of all delegations, updates, and revocations.
* Escalate unclear or conflicting delegations to the vendor’s Authorized Signatory.<br>

**13. Procedures (or Referenced Procedures):**

**Appointment of Authorized Signatory**

* The vendor identifies an Authorized Signatory in the contract execution process.
* Intersect records the Authorized Signatory details in internal systems.

**Appointment of Authorized Representatives**

* The Authorized Signatory submits a written Delegation Notice (or completes the contract Delegation of Authority Form).
* The notice must specify:
  * Representative name and title
  * Contact details
  * Delegated category of authority
* Intersect reviews and records the delegation.
* Where required, Intersect verifies identity or authority before activation.

**Updating or Revoking Delegations**

* The Authorized Signatory submits written notice of:
  * New representatives
  * Replacements
  * Revocations
* Intersect updates internal records accordingly.
* Prior delegations remain valid until replacement or revocation is recorded.

**Replacement of Authorized Signatory**

* The vendor provides written notice of a new Authorized Signatory.
* Intersect verifies authority and updates internal approval records.

**14. Monitoring and Compliance:**

* All delegation records are securely retained.
* Intersect will periodically review delegation records for completeness and accuracy.
* Actions taken by individuals without recognized authority will be rejected.
* Persistent failure to maintain accurate delegation records may result in delayed processing of vendor requests.

**15. Review and Amendment:**

* This policy will be reviewed annually by the Policy Owner or earlier if required by contractual, operational, or regulatory changes. Amendments require approval from the Policy Sponsor.

**16. Related Documents/References:**

* [Delegation of Authority Form](https://docs.intersectmbo.org/legal/policies-and-conditions/intersect-administration-policies/delegation-of-authority-form)
* [Vendor Change Request Policy](https://docs.intersectmbo.org/legal/policies-and-conditions/intersect-administration-policies/vendor-change-request-policy)


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