Contracting

Submitting Contracts for Review and Approval

A contract or agreement may be required when a supplier requires a signed document, when the terms of the purchase require additional review, or when the University determines that a formal written agreement is appropriate. The contract review process helps ensure that agreements are reviewed for procurement requirements, compliance, business terms, legal risk, required approvals, and proper signature authority before any commitment is made.


For many purchases of goods or services, a University Purchase Order may serve as the contractual document authorizing the supplier to proceed. When appropriate, using a Purchase Order can streamline the process, avoid separate contract negotiations, and ensure the University’s Standard Terms and Conditions are incorporated into the transaction and prevail over conflicting supplier terms.
 

For additional guidance, refer to the:

Procurement Contract Process Overview

The general Procurement Contract process includes the following stages:

For many purchases of goods or services, a University Purchase Order serves as the contractual document authorizing the supplier to proceed. If a supplier requests a signed contract, the department should first ask whether the supplier will accept the University’s Purchase Order and Standard Terms and Conditions instead.
 

Using a Purchase Order, when appropriate, can streamline the process, avoid separate contract negotiations, and ensure the University’s Terms and Conditions are incorporated into the transaction and prevail over conflicting terms in the supplier’s proposal or quote. A separate contract should be submitted for review when the supplier will not accept the Purchase Order as the contract, when signatures from both parties are required, or when the University determines that a formal agreement is necessary.

Before submitting the request, confirm that the supplier is active in Workday and gather the required documentation. Materials may include the contract or agreement requiring signature, quote or proposal, supplier compliance documentation, the University’s Standard Terms and Conditions signed or redlined by the supplier, and any applicable Master Service Agreement. Documents requiring review and potential revisions should be attached in Word format, not PDF, whenever possible.

Please find the Word and PDF versions of the Standard Terms and Conditions at the links below:

Procurement-related contract requests are submitted through Workday Strategic Sourcing (WSS) using the Procurement Contract Request type. This request type should be used for new procurement contracts, renewals, amendments, or increases, except when the contract is part of a sourcing event or Waiver of Advertising / Board of Trustees request. Refer to the Workday Strategic Sourcing (WSS) Job Aid for more information regarding the WSS submittal process. 

Contracts related to a Waiver of Advertising or Board of Trustees request should be submitted as part of the applicable Delegated Waiver / BOT Request workflow rather than as a separate contract request. Refer to the Waiver of Advertising page for additional information.

Procurement Services reviews the request for completeness, procurement methodology, supplier status, compliance requirements, contract details, and supporting documentation.

After Procurement Services completes its initial review, the request is routed within WSS for request-level approvals through an automated workflow. Approvals may include divisional approval and other approvals as required, such as Information Technology review for SaaS or technology-related purchases.
 

Once the project request has been approved, Procurement Services creates or updates the related contract within WSS and routes it for contract-level approvals, including University Counsel review when required. University Counsel may review, revise, and negotiate agreement terms with the supplier through WSS.

After all required approvals are complete, Procurement Services coordinates the contract execution process. Contracts are generally routed to the supplier for signature first and then to the appropriate authorized University signatory. No procurement contract should be signed without the required Procurement Services and University Counsel approvals, as applicable.

Once fully executed, the contract is stored in WSS. Stakeholders may access contract documents, view contract status and metadata, receive expiration notifications, and track related contract information. WSS also serves as a centralized repository for procurement-related contract documents and may integrate with Workday Finance to support requisitioning and spend tracking.

Contract Signing Authority

Contracts involving the purchase of goods or services may only be signed by authorized University officials. No individual may sign or enter into a goods and services contract on behalf of the University except in cases where the approval has been delegated in writing with Procurement Services. 

AmountApprover Position/Title
$0 to <$200,000Vice President for Finance and Treasurer (VPFT)
$200,000 to <$500,000Chief Operating Officer and Senior Vice President (COO);
$500,000 to <$850,000President
≥$850,000President (after Board of Trustees approval)

Important: No procurement contract may be signed without the required Procurement Services and University Counsel approvals, as applicable.

Non-Procurement Contracts

Contracts that do not involve the purchase of goods or services should not be submitted through the Procurement Contract Request process within WSS. 

The Non-Procurement Contract Approval Sheet should be used for contracts that do not involve a procurement or purchase aspect, such as academic program and affiliation agreements, grant or research agreements, or fee-for-service agreements.

Need Assistance?

Please contact the Contract Administrator, Osvald Pasho. If Osvald is unavailable, Lissette Bobet provides backup support. Contact information is listed on the Staff Information page.

 

Contract Forms, Templates, and Terms

Contract Templates

Used when the University is procuring services and a separate signed contract is required to define the scope of work, payment terms, responsibilities, and legal protections for both parties.

Used to update the terms of an existing executed Service Provider Agreement, including the term, scope of work, pricing, or other contractual provisions. 

Used when rights or obligations under a contract are assigned to another party.