The Contracting Process: What You Need To Know To Get Started

Procedures Specific to Contracts Processed by the Contracting Team

If a contractor/supplier asks you to sign a document, it typically meets the qualifications of a legal binding contract. Do not sign the document.

Our team can offer guidance and assistance in reviewing the document. Therefore, please redirect the document to our team for review, negotiation, and signature.

Prior to submitting the document to our team, please review the following:

  • If the value of the document in more than of $25,000, the proper payment mechanism will be a Purchase Order and your department will need to process a requisition. Those documents (contracts/agreements) will then be processed by the Buying Team and should be added as an attachment to the requisition.
  • If the value of the document is less than $25,000 and you’ll be paying for the transaction using a Disbursement Voucher or PCard, then our team can assist you with your request. All transactions that will be paid by a Purchase Order should be sent to the Buying Team for processing.
  • Review and include all Terms & Conditions referenced in the document and contact the vendor if the Terms & Conditions are missing. If the Terms & Conditions do not reflect the transaction negotiated with the contract/supplier, please amend or edit those Terms & Conditions or notate those when you are submitting your review. Submitting contracts without all the necessary Terms & Conditions will delay the review and execution of your contract.
  • Review and include all referenced exhibits, addenda, or other attachments. If the attachments do not reflect the transaction negotiated with the contract/supplier, please amend or edit those attachments or notate those when you are submitting your review. Submitting contracts without all the necessary attachments will delay the review and execution of your contract.
  • The University requires outside parties to provide insurance when performing work for or providing services to the University or when using University facilities. This requirement applies to Professional Service contractor/supplier, University property contractor/supplier, catering supplier, external users of University facilities, and all other contracts/suppliers. Click here to view the University’s established insurance requirements. 

READ the document prior to submission to ensure the following, as applicable:

  • All blanks should be filled in
  • Freight charges are reflected correctly
  • Dollar amounts match
  • Taxes are included
  • Payment terms are acceptable
  • Equipment installation terms are accurate
  • Pick up and return of equipment is acceptable
  • Warranty is acceptable
  • Maintenance, if needed, is included
  • Term of the Agreement is correct
  • Any renewal options, if necessary, are included
  • If automatic renewal is desired

The Contracting Team reviews documents for LEGAL CONTENT only and may not be aware of any special terms and conditions negotiated prior to the document being issued, therefore we ask you to ensure that the document is a representation of your transaction.