Contract Administration

Purpose: This document sets forth requirements applicable to all contractual instruments for services.
References: MAPP 04.04.01A, SAM 03.A.05
Procedures:
PT. I: Types of Contracts & Forms Required
PT. II: Processing Different Contracts
PT. III: Encumbering & Paying Contracts
PT. IV: Amendments to Contracts
PT. V: Late Contract Justification
PT. VI: Instructions for Submitting Contracts Electronically for Review
Examples: Cover Sheets

Contracts

Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
Approval:
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

This policy and procedures apply to contract agreements between the University of Houston and outside entities or individuals for professional services and consulting. Such contracts are generated in the department. Contracts are not needed for receipted expenses less than $5,000.00 associated with a visitor's travel, for honoraria under $500.00 or for speaker fees under $200.00.

Visitor Classifications flowchart     Contract Processing flowchart

To help ensure that contract coversheets and contracts are timely prepared and signed, the DBA will prepare contract documents at least two weeks prior to the contract effective date The DBA will submit an e-mail requesting that Faculty members and other contract originating party's notify the DBA immediately when a contract is needed; or at the very least 15 days prior to the contract effective date. When notified, the DBA will immediately complete the contract coversheet. The DBA will discuss the contract arrangement with the originating party and together complete the contract. The DBA will then obtain all required signatures on the contract coversheet and contract, and submit to the Dean's Office for final review. The Dean's Office will be responsible for obtaining any additional reviews and approvals. The DBA will submit the contract coversheet and contract to the Dean's Office in a timely manner, and no less than two weeks prior to the effective date, so that any additional reviews and approvals can be obtained prior to the contract effective date.

I: Types of Contracts & Forms Required

  1. Sponsored Project Contracts
    • Federal
    • Non-Federal
  2. Office of Contracts Administration
    • Standard contract under $5,000.00
    • Standard contract between $5,000.00 to $14,000.00
    • Standard contract between $14,000.00 to $25,000.00
    • Standard contract $25,000.00 and over
  3. The below matrix lists the types of contracts on the horizontal line at the top and the names of the forms used to process each contract are listed on the vertical line on the left. Use this matrix to determine what forms are required for each specific contract.
      Federal* Non-Federal** Standard < 5,000 Standard 5,000 - 14,000 Standard 14,000 - 25,000 Standard > 25,000 Non-Standard
    Sponsored Project Contractual Agreement xxx xxx          
    Standard Agreement OGC-S-1998-5     xxx xxx xxx xxx xxx (noted)
    Research Cover Sheet xxx xxx          
    Administration Cover Sheet     xxx xxx xxx xxx xxx
    Non-Resident Alien Information Form(PDF) On Agreement On Agreement xxx xxx xxx xxx xxx
    Recommendation for Award       xxx xxx   As Needed
    Justification for Proprietary
    (Sole Source) Acquisition
    Contract > 5,000 Contract > 5,000   xxx xxx xxx As Needed
    Justification for Untimely Contract Submittal As Needed As Needed As Needed As Needed As Needed As Needed As Needed
    Financial Obligation OGC-S-2000-13 xxx xxx xxx xxx xxx xxx xxx
    Child Support OGC-S-1999-25 xxx xxx On Agreement On Agreement On Agreement On Agreement On Agreement
    ADR Clause OGC-S-1999-24 xxx xxx On Agreement On Agreement On Agreement On Agreement On Agreement
    Out of State Vendor OGC-2000-14 As Needed As Needed As Needed As Needed As Needed As Needed As Needed
    State Vendor Information xxx xxx xxx xxx xxx xxx xxx
    Contract Amendment As Needed As Needed As Needed As Needed As Needed As Needed As Needed
    Honorarium w/o NonResident Info              
    Speaker Agreement include NonResident Info              

    * Sponsored Project Federal (Fund Code 5013 - 5014 - 5015)

    ** Non-Federal Flow-Through Sponsored Project (all other sponsored project fund codes)

Continue to PT. II: Processing Different Contracts...