Approval Document

An Approval Document pulls together all the information decision-makers need to greenlight your procurement action. It's your business case on paper—complete with justifications, risk assessments, and the specific authorities you're invoking. The Supply Manual doesn't explicitly define this term, but the concept shows up throughout sections dealing with contract approvals and authorization processes.

How It Works

Different procurement scenarios require different approval documentation. When you're planning to use a non-competitive approach for anything over $25,000, you'll need to prepare a sole source justification as part of your approval package. PSPC's Procurement Process Approval Form shows what this looks like in practice—sections covering the Request for Proposal details, non-competitive justification, contract specifics, and a clear chain of authorities.

The form distinguishes between three types of authority: Contract Authority (who can commit), Approval Authority (who reviews and approves the approach), and Signing Authority (who executes the final agreement). Each requires a name, title, signature, and date. This separation isn't bureaucratic overkill—it enforces the principle that the person approving your procurement strategy shouldn't be the same person signing the contract without oversight.

Supply Manual section 6A.001 addresses contract splitting, and you need to know about it. Treasury Board Contracting Policy Subsection 11.2.7 makes it clear: you can't break up your requirements to dodge approval thresholds, whether those come from statute, the Treasury Board Contracts Directive, or your own departmental policies. Your approval documentation needs to reflect the full scope of what you're actually procuring—period.

Key Considerations

• Threshold triggers matter. That $25,000 mark for non-competitive justifications is firm. Plan your documentation accordingly before you start engaging with suppliers.

• Risk assessment isn't optional. Decision-makers expect to see what could go wrong and how you're managing it. A thin risk section weakens your entire approval case.

• The approval chain varies by complexity and value. Understanding your Approval Authorities before you prepare documentation saves multiple revision cycles.

• Documentation follows the file forever. What you write now becomes the record if anyone questions the procurement later—during audits, trade challenges, or Access to Information requests.

Related Terms

Procurement Complexity Levels, Approval Authorities, Sole Source Justification

Sources

• PSPC Supply Manual (Section 6A.001 on Contract Splitting)

• PSPC Procurement Process Approval Form

• Treasury Board Contracting Policy, Subsection 11.2.7

The quality of your approval documentation directly affects how quickly you can move forward. Invest the time upfront to make your case clear and complete.