The University requires Service Centers to facilitate appropriate signatures on internal and external supplier agreements (contracts).
Recent Update: The University has requested that “no value” ($0) Requisitions (RQs) no longer be submitted to obtain authorized signature on agreements when the payment method is not PO. Submitting an RQ for a non-PO purchase may result in a PO inadvertently being issued and additional administrative work to correct the error.
The CFAES Service Center has implemented a webform submission tool located at https://cfaesfinance.osu.edu/ under “Service Center Help” tab to submit agreements that are not associated with a PO.
Below is overview of the various agreement submission methods based on payment method and circumstance.
|
Payment Method |
Supplier Requires Signed Agreement for…. |
Submission Method to CFAES Service Center |
|
Purchase Order (PO) External Supplier |
Goods or services purchased via PO and followed by AP payment. |
Workday Attach agreement to RQ and sourced to a PO. |
|
Purchase Order (PO) Internal Univ Supplier |
Goods or services purchased via PO and followed by University internal billing transfer. Examples: UniPrint, Fawcett Center, Shisler, Blackwell, etc. |
Process varies. Contact department’s Cost Center Manager (CCM) for guidance. |
|
PCard |
Goods or services purchased via PCard. |
Webform https://cfaesfinance.osu.edu/ under “Service Center Help” tab. |
|
Service Center PCard |
Goods or services greater than $5,000 purchased with assistance of CFAES Service Center using high-limit central administration PCard. |
Workday Attach agreement to Service Center PCard RQ. |
|
“No Cost“ Services |
Supplier providing a service free-of-charge (no cost) but requires signed agreement. Example: A community center allows “free” use of meeting room but requires signed agreement. Example: A group block of hotel rooms for conference participants to use and pay out-of-pocket but hotel requires signed agreement to hold the multiple rooms.
|
Webform https://cfaesfinance.osu.edu/ under “Service Center Help” tab. |
|
“No Cost” Equipment Lease |
Supplier allows use of equipment free-of-charge (no cost) but requires signed agreement for insurance purposes. Example: John Deere allows CFAES to use a tractor for 3-years with no rental/lease fees, but University must sign agreement confirming insurance coverage. SEE IMPORTANT NOTE BELOW |
Workday Attach agreement to RQ using a value of $1.00. |
IMPORTANT NOTE: “No cost” equipment leases require specific University signatures for insurance purposes and must workflow within Workday (e.g. Risk Management). Please attach “no cost” lease agreements to a RQ with nominal amount of $1 and add narrative comments. These $1 RQs serve as transactional record for executed agreements that contain University insurance coverage requirements.