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Contract Administration
Contracting Responsibilities
(Contract Administration)
- A copy of executed contracts should be on file in the originating
department
- The Chair/Dean/VP must sign the contract cover sheet indicating
that they have authorized the contract and certify the appropriateness,
availability of university funds and that the document is in compliance
with university policy.
- Vendor Hold Staus Verification is required before placing an
order with a vendor. It is the responsibility of the staff/department
to verify the vendors' status. Please attach a print-shot of vendor
verification to Contract Coversheet.
- A responsible person, who will monitor contract performance,
should be identified
- The responsible person should sign the contract cover sheet,
indicating that they acknowledge their responsibility for ensuring
the terms and conditions of the contract are met.
- All contracts should be reviewed and approved as to form by
the Office of General Counsel prior to execution.
- If changes governing the terms and conditions of the contract
are made (beyond names, consideration, and date of entry) the
standard contract should be sent to the Office of General Counsel
for review and approval.
- All contracts should be signed by all parties prior to commencement.
- All contracts should be executed/signed by the university official
with delegated contractual signature authority.
- All contracts using standard forms should be signed by the
vendor and submitted to the appropriate contracting office for
UHD signature at least 5 business days before the start date.
- All contracts using non-standard forms should be submitted
to the appropriate contracting office at least 30 business days
before the start date. {Note: The Office of General Counsel has
up to 20 business days to review the contract.}
- For expenditure contracts, professional services and consulting
services that exceed $14,000 should be submitted to Contracts
Administration in a timely manner in order for the university
to notify the LBB by the 10th day after the university entered
into the contract.
- For all contracts for consulting services, over $15,000 and
paid with state or federal funds should be submitted to the Office
of Contracts Administration at least 6 weeks before the start
date.
- All revenue-generating contracts (except recurring revenue-generating
services) should be reviewed by Contracts Administration and signed
by the Vice President for Administration and Finance.
Forms
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