Treasury Board submission

When your department wants to award a contract that exceeds your delegated authority limits, you'll need a Treasury Board submission. This formal document, signed by your Minister, asks Treasury Board ministers for approval to proceed with procurement above the thresholds set out in the Supply Manual's Chapter 5, Section 5A on Approval and Signing Limits. It's the heavyweight approval mechanism that kicks in when regular departmental signing authority won't cut it.

How It Works

The Treasury Board Contracting Limits, detailed on page 5-23 of the Supply Manual, establish when you need to escalate beyond departmental authority. Once you cross those thresholds—whether for a new contract or an amendment—you're preparing a submission on behalf of your sponsoring Minister, who remains accountable for everything in that document. This isn't just about getting permission to spend money. You're building a case that includes your procurement strategy, contract scope and deliverables, governance structures, and a thorough risk assessment.

The Guidance for Drafters of Treasury Board Submissions emphasizes linking your procurement activities to the contracting approval limits in the Directive on the Management of Procurement, specifically Appendix A. You'll need policy approval through a Memorandum to Cabinet and confirmed funding sources before you even submit. For advance contracting approvals, you must detail your procurement strategy, specify ceiling amounts, and commit to reporting back on the resulting contracts. The Treasury Board Secretariat reviews these submissions to ensure they align with the Financial Administration Act and broader government priorities.

In practice, departments like DND or SSC frequently navigate this process for major IT infrastructure or defence procurements. The submission moves through various review stages—your departmental CFO, legal services, Treasury Board Secretariat analysts—before reaching Treasury Board ministers for decision. Expect weeks or months. The timeline depends on complexity and whether you need additional consultations with PSPC on procurement strategy elements.

Key Considerations

• Timing is everything: Start your submission process well before you need contract authority. The review cycle can stretch longer than anticipated, especially if Treasury Board Secretariat analysts request clarifications or additional risk mitigation strategies.

• Risk assessment matters more than you think: A superficial risk analysis will send your submission back for revision. Address procurement risks, operational risks, and how you'll manage contractor performance throughout the contract lifecycle.

• Amendments can trigger submissions too: Don't assume your original approval covers all future changes. Substantial amendments that push total contract value over limits require their own submission, which catches many project managers off guard mid-contract.

• Your Minister owns it: Even though you're drafting the document, the Minister signs and remains accountable. That means coordination with ministerial offices throughout the drafting process, not just at the end.

Related Terms

Contract Amendment Request (CAR), Delegated Spending Authority, Advance Contract Award Notice (ACAN)

Sources

• Supply Manual - Chapter 5, Section 5A: Approval and Signing Limits

• Guidance for Drafters of Treasury Board Submissions

• Directive on the Management of Procurement

Bottom line: build submission time into your procurement planning. Once you identify that a contract will exceed your department's limits, start coordinating with your CFO and ministerial office immediately.