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

1. Submit a Banner Requisition to initiate the contract process (Exception: Contracts <$2,000 can be submitted via a Check Request, if for one-time use)
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 from the ORM Insurance and Indemnificaton Language link below).  
4. Send draft contract to Purchasing for review prior to sending to vendor for signature. 
5. After Purchasing review, vendor signature may be obtained
6. Then, the contract, with supporting documentation and required attachments 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.)

Purchasing should receive the contract and all supporting documents for review in advance of the contract commencement date according to the time frames indicated below. 

Contract Submission Time Requirements

• Contracts using the states standard contract templates below                                                 15-30  days*
• Non-PPCS Contracts using the vendor’s template which requires contract edit and negotiations 30 -60 days*

*For any purchase or contract requiring a Request for Proposal (RFP)– add 12-18 months to the above time frames. 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