Contract Process - for all Contracts including Personal, Professional, Social, and Consulting Services (PPCS)

To initiate the contract review process, Purchasing must receive an approved Requisition, draft contract and all supporting documents for review in accordance with the time frames below. (Please note: during fiscal year end, and at the beginning of each semester these time frames will be extended so please plan accordingly)

Contract Review Turnaround Time 

• For Contracts using the Standard Contract Templates below -Provide all items to Purchasing *30 days in advance of the contract start date.                                                                                                                                           
• For any Contract using the Vendor’s Template and/or any contract which requires extensive contract edit and negotiations, all items must be provided to Purchasing *60-90 days in advance of the contract start date.             

Contract Submission Process

Please note: Purchasing is unable to begin reviewing or editing any agreement until an approved Requisition has been received.  

1. Submit a Banner Requisition to initiate the contract review process (Exception: Contracts <$2,000 can be submitted via a Check Request, if for one-time use.).  
   • Please note - A check request should only be sent through after services are rendered successfully, because the transaction will process an immediate payment after approval.
2. If the contract is with a new vendor (i.e., Did you find them in Banner? If not, they're probably new), send the vendor's current W9 to Purchasing. Ask the vendor to ensure that the information on their W9 is correct and matches their tax record.
3. Download the most current contract template below and populate it with all applicable specifications and details. (*Please note, the department entering into the agreement is responsible to provide Purchasing with the applicable insurance language).  
4. Send draft contract and supporting documents to Purchasing for review prior to sending the contract to the vendor for signature.
   • To determine the required supporting documents, please reference the Supporting Documents section below.
5. After Purchasing review and approval to proceed, vendor signature may be obtained.
6. Then, the contract with supporting documents should be forwarded to Purchasing.  
7. Purchasing will obtain Authorized University Signatures and issue the Purchase Order. 
   • In no instance should an unauthorized individual sign a contract or binding document on behalf of the University.

*For any purchase or contract requiring a Request for Proposal (RFP)– add 12-18 months  to the above turnaround times. This includes but is not limited to:

• Consulting services for >$74,999.99 for 12 month period
• Social Services >$249,999.99 for 12 month period
• Complex Services or Procurement of Hi-Tech Acquisitions