Contract Submission Process

Process Steps for getting Contracts (agreements, MOUs) signed

Contracts where we provide the good/service

All documents requiring signature should be emailed to Angie LeMaster for review. This includes contracts, agreements, memoranda of understanding/agreement. Angie will send to OSU Legal Affairs for review and necessary edits. If edits are made by Legal Affairs, those will be communicated to the initiator for approval before it is signed. She will return the signed document to the initiator with next step instructions. 

    Contracts where we receive the good/service (purchasing)

    Contracts where we are ordering something should go through the normal buying process and be uploaded pre-signature to the eRequest system. Typically contracts for signature will be either Standard Purchasing Requests or Purchasing Card Transactions and you can choose that type when submitting. 

    Instructions or Job Aid System/Method Special Items Needed? Prior to submission Attachments to Request After Submission
    eRequest Initiator Job aid eRequest system

    Choose Payment Option: Standard Purchasing Request or Purchasing Card Preferred

    Review the contract for appropriateness. Have you filled in anything you need to like contact information? Are all of the business terms agreeable to you?

    Contract

    Quote (if applicable)

    Your Business Office Representative will take your contract and send to the OSU Purchasing department for editing and signature. He/She will return a signed copy to the initiator via email. 

    Space use Contracts

    Contracts where we will be renting space for a meeting or temporary rental need an additional form completed because of potential liability issues. Attach the Contract Form and unsigned Contract to an eRequest. Use this process even if the dollar amount of the contract is $0.00 or if someone is paying on your behalf. 

    Instructions or Job Aid System/Method Special Items Needed? Prior to submission Attachments to Request After Submission
    Contract Form  eRequest system

    Choose Payment Option: Standard Purchasing Request or Purchasing Card Preferred.

    NOTE: The eRequest must be approved at the value of the contract, regardless of payment method or third party payment.

    Contract Form

     

    Review the contract for appropriateness. Have you filled in anything you need to like contact information? Are all of the business terms agreeable to you?

    Contract Form

    Contract

    Your Business Office Rep will submit yourcontract to the OSU Purchasing department for editing and signature. He/She will return a signed copy to the initiator via email, and attach a copy to your eRequest. 

    Internal Contracts - with other OSU departments

    Contracts where we will be buying from another University Department are usually less cumbersome than external contracts. 

    Instructions or Job Aid System/Method Special Items Needed? Prior to submission Attachments to Request After Submission
    Internal Contracts with no dollar value Unit Approver can sign

     

    Review the contract for appropriateness. Have you filled in anything you need to like contact information? Are all of the business terms agreeable to you?

     

    Retain copy for eight years
    Internal Contracts for Copier Leases with UniPrint Unit Approver can sign   Review the contract for appropriateness. Have you filled in anything you need to like contact information? Are all of the business terms agreeable to you?   Retain copy for eight years
    Internal Contracts with $$ eRequest system Choose Payment Option: Internal Order Review the contract for appropriateness. Have you filled in anything you need to like contact information? Are all of the business terms agreeable to you? Contract Your Business Office Representative will getyour contract signed by the Service Center Leader for your unit. He/She will return a signed copy to the initiator via email.

    Lease Agreements

    CFAES rents a few spaces that are not owned by the University for University purposes (i.e.. office space). We also rent out our owned space to others in some instances. If you are in charge of renewing or establishing a lease agreement work via email with Angie LeMaster.

    Note that lease agreements have a 5% fee for processing from OSU Planning and Real Estate. This fee is based on the entire amount of the lease and charged for the entire lease period at the time the contract is signed. 

     

    Questions about Contract Submission

    Where do I find certificates of insurance required by my contract?

    Some places we work with require proof of liability insurance coverage. You can provide them with one of two certificates of insurance. The certificate of insurance for employees or the certificate of insurance for volunteers. Both links can be found under Resources - Insurance.

    Can I sign this?

    Most documents can only be signed by a select few individuals at the University. Even though we are University employees we are not permitted to contract on behalf of the University. See the Can I sign this job aid for more information about what you can sign and what you cannot sign. 

    Why are so many signatures required on contracts where we are providing a good or service?

    Fully executed agreements that involve commitments to deliver CFAES programs should have four signatures. Each signature is important.

    1. Program educator/employee providing leadership - This signature shows awareness of the pending project and a commitment to participate.
    2. Unit Director or Chair -  This signature shows awareness of the pending project, approval of the project’s proposed budget and unit’s resources (fiscal, space, personnel, etc) that will be affected by the project.
    3. Central CFAES Administrator - this signature shows organization support for the project - the project fits within CFAES’s mission, reflects CFAES’s priorities, and is a sound, reasonable business decision.
    4. OSU Senior Vice President for Business & Finance - With assurances provided by these first three signatures, the Department of Legal Affairs reviews the agreement to understand and minimize the university’s liability exposure, and maximize the safety of its employees and property. When Legal Affairs is satisfied, the OSU Senior Vice President for Business and Finance signs, confident that this binding document is fiscally and legally sound, and appropriate for the university.

     

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