Contract Administration (cont'd)

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

II: Processing Different Contracts

Sponsored Project Contracts

When contracts are generated pursuant to sponsored projects and are funded with sponsored project funds, including line-item appropriated funds, federal funds, or other external funds, two (2) original contracts must be prepared. One executed original will be sent to the contractor and one will be retained in the department. The original must be maintained on file for at least five (5) years after the contract performance period ends.

  • One (1) Contract Cover Sheet must be prepared. Obtain signatures from Department Chairman, College/Division Business Administrator, and the Dean.
  • Two (2) original contracts must be prepared. Choose one of the following 3 contract forms applicable to the service and source of funds:
  • Note: Non-standard contracts, those that deviate in any way from any of the approved standard contracts listed above, must be approved by OCG in advance and must include an ADR form. A contract issued by a contractor is an example of a non-standard contract.
  • Obtain signatures from the Principal Investigator (PI), the Dean, and the Contractor. The Dean signs in the "For University" section of the contract and related forms.
    • OCG signatures are not required unless the contract is over $25,000 or is late.
    • For non-standard contracts, obtain approval from the Contracts Administration Office, then send to OCG for signature.
  • Prepare any other required forms (Nonresident Alien Info, Child Support Certification, ADR, Late Justification) and obtain required signatures.
  • Once all signatures have been obtained, the Department must encumber the contract with a Purchase Requisition in PeopleSoft workflow and upload the contract and related documents into the PeopleSoft Requisition panel. See PT. III: Encumbering & Paying Contracts for specific details on creating "R" contracts. "R" contracts are research contracts and are routed via workflow to OCG for final approval).
  • Approved contracts will be assigned a contract number (R#). A Purchase Order will be created from the requisition.
  • Purchase Orders will be emailed to the DBA or other designated person instead of being mailed via interoffice mail.
  • The Department will mail one original contract to the Contractor and keep the other original on file for a minimum of five (5) years.
  • Payment of Contract: All Vouchers for Service Contracts will continue to be created via a PO Voucher using the assigned contract number (R#), NOT the requisition number. Documentation from the PI indicating that the work is completed and payment should be made must be included with the PO Voucher. Also, a written activity report providing a description of services rendered and the results of those services will be completed by the contractor and attached to the PO Voucher for payment. (Per Sponsored Contract Agreement form, Section #7 - Certification of Principal Investigator.)
  • Encumbrance Adjustment forms may be mailed or emailed to the assigned Buyer.
  • Notify Contracts Administration of contracts over $14,000.00 (college may have to do this as one report.
  • Note: This process does not apply to Sub-recipient Agreements.

Standard Contracts under $25k

  • Originator - Only signs the Coversheet and does not need to have signature authority.
  • Certifications - Needs to be initialed by the originator of the contract, someone with the department. This is a helpful checklist and shows the department has done its part before submitting the contract for review.
  • Official Authorized to Sign - No signature is required in this space. Instead type or write the name of the person who has proper signature authority to ultimately sign this agreement (the Dean or his delegated person in the college).
  • Official with Delegated Authority - The College signs here on the Coversheet.
  • Official Authorized - The Dean or his delegated person in the college will sign the contract only after the contractor has signed.
  • The contract will be sent back to the department for filing and a copy sent to the contractor.

Non-Standard Contracts under $25k

  • Originator - Only signs the Coversheet and does not need to have signature authority.
  • Certifications - Needs to be initialed by the originator of the contract, someone with the department. This is a helpful checklist and shows the department has done its part before submitting the contract for review.
  • Official Authorized to Sign - No signature is required in this space. Instead type or write the name of the person who has proper signature authority to ultimately sign this agreement (the Dean or his delegated person in the college).
  • Official with Delegated Authority - The College signs here on the Coversheet.
  • The contract is forwarded to the Contracting Office to be Approve to Form (with or without modifications) and sent back to the college.
  • The college signs the contracts Official Authorized to Sign. This may be the Dean or his delegated person.
  • The contract is sent back to the department.

Standard Contracts over $25K

  • Originator - Only signs the Coversheet and does not need to have signature authority.
  • Certifications - Needs to be initialed by the originator of the contract, someone with the department. This is a helpful checklist and shows the department has done its part before submitting the contract for review.
  • Official Authorized to Sign - No signature is required in this space. Instead type or write the name of the person who has proper signature authority to ultimately sign this agreement (the Provost).
  • Official with Delegated Authority - The College signs here on the Coversheet. This is not necessarily the person who ultimately needs to sign off on the contract, but merely someone with delegated signature authority is confirming that this contract is necessary.
  • The contract is forwarded to the Contracting Office where it is then forwarded to the Provost.
  • The Provost signs the contract as the Official Authorized to sign and returns the document to the Contract Administration department.

Non-Standard Contracts over $25K

  • Originator - Only signs the Coversheet and does not need to have signature authority.
  • Certifications - Needs to be initialed by the originator of the contract, someone with the department. This is a helpful checklist and shows the department has done its part before submitting the contract for review.
  • Official Authorized to Sign - No signature is required in this space. Instead type or write the name of the person who has proper signature authority to ultimately sign this agreement. For Standard and Non-Standard Contracts over $25k it is the Provost.
  • Official with Delegated Authority - The College signs here on the Coversheet. This is not necessarily the person who ultimately needs to sign off on the contract, but merely someone with delegated signature authority is confirming that this contract is necessary.
  • The contract is forwarded to the Contracting Office. The Contracting Office will Approve to Form (with or without modifications) and send to the Provost.
  • The Provost signs the contract as the Official Authorized to sign and returns the document to the Contract Administration department.

Continue to PT. III: Encumbering & Paying Contracts...