Contract Administration

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...