Contract Administration Policy 4-OP-D-4: Contract

Transcript:Contract Administration Policy 4-OP-D-4: Contract:
Contract Administration Policy 4-OP-D-4: Contract Administration & Management What is a “Contract?” What contracts are exempt from the policy? Establishes and defines the Roles and responsibilities for contract management; and Establishes the Contract Module and the routing/execution process https://policies.fsu.edu/policies-and-procedures/financial/contract-administration-and-management SpearMart “Contract Module” “The Contract Module” within SpearMart serves as FSU’s central contract repository. Access is limited. Users must request the appropriate role and be approved before access is granted. Request appropriate role through the individual’s myFSU page under eORR – Online Role Request Role Requests There are three (3) roles available within the system: Contract Manager – User can create/edit/manage contracts within a given campus area (“work group”). Existing contract managers in an area, or Contract Administration, may grant access to existing contracts for this user. Contract Approver – User may approve contracts in the approval workflow, but cannot edit or create contracts without also having the Contract Manager role. Role is granted to very few people on campus – generally the DDDH category or central offices. Contract Stakeholder – User may view contracts in an assigned work group, but cannot edit or create conctracts. Contract Manager’s Process Receive a contract to be executed If contract is for a purchase over $25k, confirm the Procurement method – three quotes, or approval from member of Procurement Services Send contract to contracts@fsu.edu for review Contract Administration will assist with negotiation of terms between department and second party Once terms have been agreed to on both side, Contract Manager will receive “green light” to route contract through TCM for formal approvals and signatures Contract Process Procurement – Quick Reference Contract Manager’s Review Make sure the second party is registered with the university (PaymentWorks) Ensure blanks are filled in Provide dates (must be current or future – cannot backdate!) Confirm Renewals What are the deliverables? What is the cost? Remember – intent can’t be inferred! All terms/promises must be written into the contract. Contract Administration Review Approve the contract “as to form” Ensure all essential elements are included If you’re using our forms – make sure they’re being used correctly Assist department in negotiation of the contract Note: Contract Administration will get back to you within 10-14 days – we appreciate your patience! Contract Routing - Approvals Contract approvers are dependent on (1) type of contract, (2) amount, and/or (3) policy. Possible approvers that may be included- Department Contract Administration IT/Information Security & Privacy