Contract Administration Policy

University of Houston

Graduate College of Social Work

Contract Administration Policy

Revised 6/00

General Statement

Contracts, Agreements, and Amendments must be prepared on all payments for goods and services in which the University has material influence over the outcome. This includes Continuing Education Instructor Agreements, Agreements of Affiliation for Interns and Field Practicum Students, and Contractual Agreements for Services the Graduate College of Social Work and/or programs/projects of, are to provide.

All University of Houston contracts, agreements, and amendments, regardless of the source of funds involved or whether or not money is exchanged between parties, are subject to these guidelines. All contracts must be fully executed by all required parties prior to the start date of the agreement. Individuals who enter into agreements before delegated signatory approval has been secured may be personally liable for payments for these services. Please refer to MAPP 04.04.01 for any Contract Administration questions not answered in this Policy

Contracts/Agreements must be sent to the individual/company/agency as a confirming invitation prior to the scheduled service. The department must detail the specific service, compensation offered and dates (i.e. who, what, where, when, and how much).

The Graduate College of Social Work uses the following Agreement forms: Standard Agreement (S-98-5); Sponsored Projects Standard Agreements (S-99-13 & S-99-14); Interagency Cooperation Contract (S-98-10); Continuing Education Instructor Agreement (S-99-16); Affiliation Agreement (S-99-15); Agreement of Affiliation (S-99-30); Contract Services Agreement (S-99-5). All Contracts initiated in the Graduate College of Social Work must contain the following and follow the procedures outlined below:

¨ Cover Sheet (Exhibit A)

¨ Alternative Dispute Resolution Clause (S-99-24)-(Exhibit L)*

¨ Technology Access Clause (S-99-26)-(Exhibit M)*, if applicable

If funds are to be expended the following must also be included

¨ Financial Obligation to the State of Texas (S-2000-13)-(Exhibit N)

¨ Out-of-State Vendor Certification (S-2000-14)-(Exhibit O), if applicable

¨ Child Support Certification (S-99-25)-(Exhibit P), if using state funds

¨ Corporate Franchise Tax Certification-(Exhibit Q)**

* Excluded from requiring the two Clauses are Interagency Cooperation Contracts, which require nothing beyond the only cover letter and contract and Sponsored Projects Agreements (wordage is already included in the contract.

** Excluded from requiring the Corporate Franchise Tax Certification are the Standard Agreement, Interagency Cooperation contracts and Sponsored Project Agreements.

QUICK REFERENCE TABLE

	C.L	ADR	Tech	Financial Obligation	Out-Of-State	Child Support	Franchise Tax
Standard Agreement	X	X	X	X	X
Sponsored Projects	X			X	X
Interagency	X
Continuing Education	X	X	X	X	X		X
Field Affiliation	X	X	X
CYSP Affiliation	X	X	X
Contract for services	X	X	X
Non UH Approved	X	X	X	X	X	X	X

I. Standard Agreement Form — Non Sponsored Projects

1. If the contract meets the following stipulations:

a. Amount is less than $5,000, including any amendments

b. Individual is not an employee of any component of the University of Houston System.

c. Service is not that of a Consultant or Professional Services (See 2, below)

d. Cannot be used for Interagency Agreements (See section III).

e. Cannot be used for Continuing Education Instructor Agreements (See section IV).

The Standard one-page Agreement (Exhibit B) including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, plus Cover Sheet must be used. Approval at the College Business Administrator Level is all that is required.

Common usages: guest lectures, seminar presentations, short term instruction, services provided (photography, musical presenters, calligraphy for awards, graphic designs, etc.)

Consultant and Professional Service contracts may be done on the standard agreement form. However, they need prior approval from the Contract office and the Senior Vice President for Administration and Finance. Such approval is required at least 30 days in advance (See 2, below).

Consultant: The practice of studying and advising a state agency in a manner not involving the traditional employer/employee relationship. Refer to MAPP 04.04.01 for in-depth definition of Consulting.

Professional Service: Those services directly related to the Professional Services Procurement Act. (accounting, architecture, optometry etc.) Refer to MAPP 04.04.01 for in-depth definition of Professional Service.

Processing Procedures:

A. Requestor sends three original agreements including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, to the individual/agency.

B. Upon return, the requestor completes a cover sheet, attaches to all originals, and forwards along with one additional copy of cover sheet, contract, clauses, and forms, to the Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards all four sets to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator for approval and signature. One copy will be retained in the College Business Administrator's office, three originals will be returned to the Department who will be responsible for forwarding one original to the Contracting office, sending second original to the individual/agency and keeping third original for Department files.

E. The Contract office will, upon approval, assign their own contract number to the contract. They will return either a copy of the contract or a copy of the cover sheet with such number noted. This number is now the official contract number and it is to be used when paying the contract or for inquiries about the contract.

F. Upon receipt of approved contract, payments must be initiated as the contract requirements are fulfilled and within one (1) business day of the contract end date. Payments are to be initiated on purchase vouchers and forwarded to the College Business Office for approval. The contract must be attached to the purchase voucher. Follow payment procedures in MAPP 4.04.01 section VII. B., C., D., E. for proper completion of purchase voucher. Payments will be made after completion of work and/or contract.

2. If the contract meets the following stipulations:

a. Consulting or professional services are being contracted for: the contractor cannot have been an employee of any component of the University of Houston System within the past 12 months.

b. Amount is $5,000 or more, including amendments

c. The language in the Standard one-page Agreement has been altered by the contractor in any way

d. Cannot be used for Interagency Agreements (See section III).

e. Cannot be used for Continuing Education Instructor Agreements (See section IV).

The Standard one-page Agreement including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, plus Cover Sheet must be used. However, prior review and approval of the Contracting office and the Senior Vice President for Administration and Finance is required. The approval must take place at least 30 days in advance. Keep in mind that it must be reviewed prior to approval. It is recommended to be submitted 60 days in advance.

Processing Procedures:

Contracting Office Prior Review/Approval Process

A. Requestor sends three original agreements, including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, to the individual/agency. Initiate process to allow enough time for prior approval, at least thirty (30) days, from the Contracting office and the Senior Vice President for Administration and Finance.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards all four sets to the College Department Business Administrator for review and contract number.

E. Upon approval, the Contracting office will assign their own contract number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used, if needed, for inquiries about the agreement and for payments. The Contract office will retain one original, send second original to the individual/agency, and return third original to the Department. However, if the Department receives two originals back from the Contracting office, the Department is responsible for sending one original to individual/agency.

F. Upon receipt of approved contract, payments must be initiated as the contract requirements are fulfilled and within one (1) business day of the contract end date. Payments are to be initiated on purchase vouchers and forwarded to the College Business Administrator for approval. The contract needs to be attached to the purchase voucher. Follow payment procedures in MAPP 4.04.01 section VII. B., C., D., E. for proper completion of purchase voucher.

II. Sponsored Projects Standard Contractual Agreement Forms – Research Financial Services

If the contract involves any Sponsored Project funds, a Sponsored Project Contractual Agreement including the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, plus Cover Sheet must be used and routed through Office of Research Financial Services (RFS). RFS needs to sign off prior to start date of contract or they will not approve. RFS has two (2) Standard Agreements:

RFS Three-Page Standard Agreement (Exhibit C)— to be used when non-federal or non-federal flow through funds are involved.

RFS Four-Page Standard Agreement (Exhibit D) — to be used when federal or federal flow through funds are involved.

Processing Procedures:

A. Principal Investigator/initiator sends three original agreements including the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, to the individual/agency.

B. Upon return, the initiator completes cover sheet, attaches to all originals, and forwards along with one additional copy of cover sheet, contract, and forms to Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards all four sets to the College Department Business Administrator for review..

E. Upon RFS approval, a contract number will be assigned, one copy will be retained in RFS, two originals will be returned to the Department who will be responsible for sending one original to the individual/agency and keeping the second original for Department files.

F. Upon receipt of approved contract, payments must be initiated as the contract requirements are fulfilled and within one (1) business day of the contract end date. Payments are to be initiated on purchase vouchers and forwarded to the College Business Office for approval. The contract must be attached to the purchase voucher. Follow payment procedures in MAPP 4.04.01 section VII. B., C., D., E. for proper completion of purchase voucher. The College Business Administrator will return purchase vouchers to Department who will be responsible for forwarding to RFS.

III. Contractual Agreements Between State Agencies

1. If the contract meets the following stipulations:

a. Work being performed is between two state agencies

b. Amount is less than $5,000

The Interagency Cooperation Contract (Exhibit E) plus Cover Sheet must be used.

Processing Procedures:

A. Requestor sends three original agreements to the agency/university.

B. Upon return, the requestor completes a cover sheet, attaches to all originals, and forwards along with one additional copy of cover sheet and contract to Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator for approval and signature. One copy will be retained in the College Business Administrator's office, three originals will be returned to the Department who will be responsible for sending one original to the Contracting office, sending the second original to the agency/university, and keeping the third original for Department files.

E. The Contract office will, upon approval, assign their own contract number to the contract. They will return either a copy of the contract or a copy of the cover sheet with such number noted. This number is now the official contract number and is to be used when paying the contract or for inquiries about the contract.

2. If the contract meets the following stipulations:

a. Work being performed is between two state agencies

b. Amount is $5,000 or more, but less than $50,000

c. The language in the Standard Interagency Cooperation Contract has been altered in any way

The Standard Interagency Cooperation Contract plus Cover Sheet must be used. However, prior review and approval of the Contracting office and the Senior Vice President for Administration and Finance is required. The approval must take place at least 30 days in advance. Keep in mind that it must be reviewed prior to approval. It is recommended to be submitted 60 days in advance.

Processing Procedures:

A. Requestor sends three original agreements to the agency/university. Initiate process to allow enough time for prior approval, at least thirty (30) days, from the Contracting office and the Senior Vice President for Administration and Finance.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator for approval and signature. One copy will be retained in the College Business Administrator's office, three originals will be returned to the Department who will be responsible for forwarding all three originals to the Contracting office to obtain both approvals.

IV. Contractual Agreements For Continuing Education Instructors

If the contract is between the Graduate College of Social Work and a Continuing Education Instructor, the Continuing Education Instructor Agreement (Exhibit F) including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, the Out-of-State Vendor Certification form-if applicable, the Corporate Franchise Tax Certification form plus Cover Sheet must be used.

1. If the contract meets the following stipulations:

a. Amount is less than $5,000

b. Individual is not an employee of any component of the University of Houston System, nor has been in the last 12 months

Approval at the College Business Administration Level is all that is required.

Processing Procedures:

A. Requestor sends three original agreements, including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, the Out-of-State Vendor Certification form-if applicable, and the Corporate Franchise Tax Certification form to the individual.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards all four sets to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator for approval and signature. One copy will be retained in the College Business Administrator's office, three originals will be returned to the Department who will be responsible for sending one original to the Contracting office, sending second original to the individual, and keeping third original for Department files.

E. The Contract office will, upon approval, assign their own contract number to the contract. They will return either a copy of the contract or a copy of the cover sheet with such number noted. This number is now the official contract number and is to be used when paying the contract or for inquiries about the contract.

F. Upon receipt of approved contract, payments must be initiated as the contract requirements are fulfilled and within one (1) business day of the contract end date. Payments are to be initiated on purchase vouchers and forwarded to the College Business Office for approval. The contract must be attached to the purchase voucher. Follow payment procedures in MAPP 4.04.01 section VII. B., C., D., E. for proper completion of purchase voucher.

2. If the contract meets the following stipulations:

a. Amount is $5,000 or more but less than $50,000

b. The language in the Standard Continuing Education Instructor Agreement has been altered in any way

The Standard Continuing Education Instructor Agreement, including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, the Out-of-State Vendor Certification form-if applicable, and the Corporate Franchise Tax Certification form plus Cover Sheet must be used. However, prior review and approval of the Contracting office and the Executive Vice President /Provost is required. The approval must take place at least 30 days in advance. Keep in mind that it must be reviewed prior to approval. It is recommended to be submitted 60 days in advance.

Processing Procedures:

Follow the Contracting Office Prior Approval Process described in section 2. of I above.

V. Affiliation Agreement For Field Practicum Students

Each agency accepting our field practicum students must have an Affiliation Agreement (Exhibit G), including the Alternative Dispute Resolution, and if applicable, the Technology Access Clause plus Cover Sheet prepared at the beginning of each academic year. The agreements are renewable each year. All agreements must be fully executed prior to placing students within the agencies.

Processing Procedures for Standard Affiliation Agreement:

A. Initiator sends three original agreements, including the Alternative Dispute Resolution, and if applicable, the Technology Access Clause to the individual, agency, organization, etc.

B. Upon return, the initiator completes cover sheet, attaches to all originals, forwards with one additional copy of cover sheet and agreement with clauses to the College Department Business Administrator who reviews the agreement for accuracy, appropriateness, and compliance and assigns a contract number.

C. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

D. Upon the Deans signature, a copy will be retained in the College Business Administrator's office, all originals will be forwarded to the Contracting office who will obtain the Executive Vice President/Provost's approval.

E. Upon approval, the Contracting office will assign their own contract number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used, if needed, for inquiries about the agreement. The Contract office will retain one original, return two originals to the College Business Administrator who will keep one original on file and forward second original to the Field Director who will be responsible for sending it to the agency/organization.

If the situation arises where the agency returns our Agreement with changes, addendums, or a new agreement/contract of their own, the following procedure for addended agreements must be used.

Processing Procedures for Addended Agreement:

A. Initiator sends three original agreements, including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause to the individual, agency, organization, etc.

B. The agency/organization will return the agreement with an addendum or with a new agreement of their own.

a. If initiator agrees with the addendum or new agreement, they complete a cover sheet, attach to the addendum or new agreement, forward with one additional copy of cover sheet and addendum/agreement to the College Business Administrator who reviews the agreement for accuracy, appropriateness, and compliance with University policy.

b. If initiator chooses to make additional changes to the addendum/agreement they may do so. After desired changes are made, complete a cover sheet, attach to the revised addendum/agreement, forward with one additional copy of cover sheet and addendum/agreement to the College Department Business Administrator who reviews the agreement for accuracy, appropriateness, and compliance with University policy, and assigns a contract number.

C. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

D. Upon the Deans signature, a copy will be retained in the College Business Administrator's office, all originals will be forwarded to the Contracting office who will forward to General Counsel for further processing.

E. General Counsel will work with the agency/organization in order to achieve a contractual agreement. There may be several addendum's reviewed by General Counsel and GCSW prior to obtaining final agreement. There will be communication between the Contract office and the College Business Administrator who will notify the initiator of all developments. Once General Counsel, GCSW and Agency/Organization have reached an agreement, signatures will be secured and the Contract office will obtain the Executive Vice President/Provost's approval.

F. Upon approval, the Contracting office will assign their own agreement number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used if needed for inquiries about the agreement. The Contract office will retain one original, send second original to the agency/organization, and send third original to the College Business Administrator who will keep on file and submit a copy to the Field Director. However, if the Field Director receives two originals back from the College Business Administrator, the Field Director is responsible for sending one original to individual/agency.

VI. Agreements Of Affiliation For Interns

Each agency accepting our interns must have an Agreement of Affiliation for Interns (Exhibit H), including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause plus Cover Sheet prepared at the beginning of each academic year. The agreements are renewable each year. All agreements must be fully executed prior to placing interns within the agencies.

Processing Procedures for Standard Affiliation Agreement:

A. Initiator sends three original agreements including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause to the individual, agency, organization, etc.

B. Upon return, the initiator completes cover sheet, attaches to all originals, forwards with one additional copy of cover sheet and agreement with clauses to the Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, and compliance before initialing and forwarding to the College Department Business Administrator.

C. Upon accurate submission the College Department Business Administrator assigns a contract number and forwards to the College Business Administrator & Dean for approval and signature.

E. Upon approval, the Contracting office will assign a contract number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used if needed for inquiries about the agreement. The Contract office will retain one original, return two originals to the College Business Administrator who will keep one original on file and forward second original to originating Department Business Administrator/Financial Coordinator for distribution to the Program Manager who will be responsible for sending it to the agency/organization.

If the situation arises where the agency returns our Agreement with changes, addendums, or a new agreement/contract of their own, the following procedure for addended agreements must be used.

Processing Procedures for Addended Agreement:

A. Initiator sends three original agreements including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause to the individual, agency, organization, etc.

B. The agency/organization will return the agreement with an addendum or with a new agreement of their own.

C. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

F. Upon approval, the Contracting office will assign their own agreement number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used if needed for inquiries about the agreement. The Contract office will retain one original, send second original to the agency/organization, and send third original to the College Business Administrator. College Business Administrator will keep one original on file and submit a copy to Department Business Administrator/Financial Coordinator for distribution to the Program Manager who will be responsible for sending it to the agency/organization. However, if Program Manager receives two originals back from the College Business Administrator, the Program Manager is responsible for sending one original to individual/agency.

VII. Contractual Agreement For Service GCSW Is To Provide

If GCSW is going to provide services, a Contract Services Agreement (Exhibit I), including the Alternative Dispute Resolution and if applicable, the Technology Access Clause plus Cover Sheet must be prepared prior to the start of any services we are to provide.

1. If the conditions meet the following stipulations:

a. Amount is less than $5,000, including amendments

b. The language in the Standard one-page Agreement has not been altered by the contractor in any way

c. Cannot be used for Interagency Agreements (See section III).

d. Cannot be used for Continuing Education Instructor Agreements (See section IV).

The Standard Contract Services Agreement, including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause plus Cover Sheet must be used. Approval at the College Business Administrator Level is all that is required.

Processing Procedures:

A. Initiator sends three original contracts including the Alternative Dispute Resolution Clause, and, if applicable, the Technology Access Clause to the individual, agency, organization, etc.

B. Upon return, the requestor completes a cover sheet, attaches to all originals, and forwards along with one additional copy of cover sheet and contract with clauses, to the Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, and compliance with University policy

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards all four sets to the College Department Business Administrator for approval and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

E. Upon Dean's signature, one copy will be retained in the College Business Administrator's office, three originals will be returned to the Department who will be responsible for sending one original to the Contracting office, sending second original to the individual, agency, organization, etc. and keeping the third original for Department files.

F. The Contract office will, upon approval, assign their own contract number to the contract. They will return either a copy of the contract or a copy of the cover sheet with such number noted. This number is now the official contract number and is to be used when inquiring about the contract.

G. Department Business Administrator/Financial Coordinator will invoice according to contract stipulations.

H. Money is to be deposited according to the Graduate College of Social Work's Receipt, Custody, and Deposit of University Funds Policy.

I. Department Business Administrator/Financial Coordinator will inform College Business Administrator upon contract and payment completion.

2. If the conditions meet the following stipulations:

a. Amount is $5,000 or more, including amendments

b. The language in the Standard one-page Agreement has been altered by the contractor in any way

c. Cannot be used for Interagency Agreements (See section III).

d. Cannot be used for Continuing Education Instructor Agreements (See section IV).

The Standard Contract Services Agreement including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause plus Cover Sheet must be used. However, prior review and approval of the Contracting office and the Senior Vice President for Administration and Finance is required. The approval must take place at least 30 days in advance. Keep in mind that it must be reviewed prior to approval. It is recommended to be submitted 60 days in advance.

Processing Procedures:

Contracting Office Prior Review/Approval Process

A. Requestor sends three original agreements including the Alternative Dispute Resolution Clause, and if applicable, the Technology Access Clause to the individual/agency. Initiate process to allow enough time for prior approval, at least thirty (30) days, from the Contracting Office and the Senior Vice President for Administration and Finance.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards all four sets to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

F. Upon approval, the Contract office will assign their own contract number to the contract. This number is now the official contract number and is to be used when inquiring about the contract. The Contracting office will retain one original, send second original to the individual, and return third original to the Department for Departmental files.

G. Department Business Administrator/Financial Coordinator will invoice according to contract stipulations.

H. Money is to be deposited according to the Graduate College of Social Work's Receipt, Custody, and Deposit of University Funds Policy.

I. Department Business Administrator/Financial Coordinator will inform College Business Administrator upon contract and payment completion.

VIII. Non Standard/Addended Contracts

If agencies, individuals, organizations, etc., are not willing to use one of the approved forms described in this policy, UH General Counsel must get involved. The process may take as long as three months. Under no circumstance can services be provided prior to final approval by all parties—including UH General Counsel. Individuals who enter into agreements before delegated signatory approval has been secured may be personally liable.

1. If the approved form is returned with an addendum or changes:

Processing Procedures for Addended Contracts:

A. Initiator sends three original agreements including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, the Out-of-State Vendor Certification form-if applicable, the Child Support Certification form and the the Corporate Franchise Tax Certification form to the individual, agency, organization, etc.

B. The agency/organization will return the agreement with an addendum or with a new agreement of their own.

a. If initiator agrees with the addendum they complete a cover sheet, attach to the addendum/changes, and forwards original and two copies to the Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy.

b. If initiator chooses to make additional changes to the addendum they may do so. After desired changes are made, complete a cover sheet, attach to the revised addendum/agreement, forward original and two copies to the Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy.

C. Upon approval, Department Business Administrator/Financial Coordinator, signs and forwards along with one additional copy of cover sheet and contract with clauses to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

E. Upon the Deans signature, a copy will be retained in the College Business Administrator's office, all originals will be forwarded to the Contracting office who will forward to General Counsel for further processing

F. General Counsel will work with the agency/organization in order to achieve a contractual agreement. There may be several addendum's reviewed by General Counsel and GCSW prior to obtaining final agreement. There will be communication between the Contract office and the College Business Administrator who will notify the initiator of all developments. Once General Counsel, GCSW and the Agency/Organization have reached an agreement, signatures will be secured and the Contract office will obtain the Executive Vice President/Provost's approval.

G. Upon approval, the Contracting office will assign their own agreement number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used if needed for inquiries about the agreement. The Contract office will retain one original, send second original to the agency/organization, and send third original to the College Business Administrator who will keep one on file and submit a copy to Department Business Administrator/Financial Coordinator for distribution to the initiator. However, if the Department Business Administrator/Financial Coordinator, receives two originals back from the College Business Administrator, Department Business Administrator/Financial Coordinator, is responsible for sending one original to individual/agency.

2. If a non approved (external) contract is submitted:

Processing Procedures for Non Approved (External) Contracts:

A. Initiator may send three original agreements including the Alternative Dispute Resolution Clause, the Technology Access Clause-if applicable, the Financial Obligation to the State of Texas form, and the Out-of-State Vendor Certification form-if applicable, the Child Support Certification form and the the Corporate Franchise Tax Certification form to the individual, agency, organization, etc.

B. The agency/organization submits or returns an agreement of their own.

a. If initiator agrees with the contract, they complete a cover sheet, attach it to the contract, forward original and two copies to Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy

b. If initiator chooses to make changes to the contract they may do so. After desired changes are made, complete a cover sheet, attach to the revised contract, forward original and two copies to the Department Business Administrator/Financial Coordinator, who reviews the agreement for accuracy, appropriateness, availability of funds, and compliance with University policy.

C. Upon approval, Department Business Administrator/Financial Coordinator signs and forwards along with one additional copy of cover sheet and contract to the College Department Business Administrator for review and contract number.

D. Upon accurate submission the College Department Business Administrator will forward to the College Business Administrator & Dean for approval and signature.

G. Upon approval, the Contracting office will assign their own agreement number to the agreement and note it on all original agreements. This number is now the official agreement number and is to be used if needed for inquiries about the agreement. The Contract office will retain one original, send second original to the agency/organization, and send third original to the College Business Administrator who will keep one on file and submit a copy to Department Business Administrator/Financial Coordinator for distribution to the initiator. However, if the Department Business Administrator/Financial Coordinator receives two originals back from the College Business Administrator, Department Business Administrator/Financial Coordinator is responsible for sending one original to individual/agency.

IX Other Contracts

If the contract does not meet the stipulations outlined above, the contract procedure follows the MAPP 4.04.01 section IV.I.

X Amendments To Approved Contracts (Exhibit J)

There may be occasions when minor changes need to be made to an approved agreement/contract. If an amendment needs to be completed it must follow the same approval process required as if the amendment had been incorporated in the original contract from the beginning. The process may not be the same as the original process. An increase in dollar amounts, extension of time, etc. could possibly cause the encompassing agreement/ contract to now fall into another category.

XI Cancellation Of Contract/Agreement Prior to Start Date

The occasion may arise when it is necessary to cancel an approved agreement/contract prior to the start date.

Processing Procedures:

A. Requestor marks/stamps the effective date of cancellation and "CANCELLED" across the face of the contract cover letter and forwards to the Department Business Administrator/Financial Coordinator.

B. The Department Business Administrator/Financial Coordinator will keep original, forward a copy to the College Department Administrator and a copy to the Contract office. All parties will retain their copy and update department records.

X Justification For Untimely Contract Submittal (exhibit K)

The office originating the contract should allow sufficient time for the designated approval steps to occur prior to the beginning date of the contract. It is recommended that at least 60 days be allowed for university review and approval. A minimum of 30 days is required to permit adequate processing time.

The Office of the Vice President for Administration and Finance requires an explanation addressing the reason or reasons why a contract was not submitted in a timely manner for processing. Accordingly, contracts submitted for processing and signatures fewer than 30 days prior to the (a) effective date of the contract, (b) the start date for services, or (c) the date on which goods are to be delivered must be accompanied by the Justification for Untimely Contract Submittal Form. The Senior Vice President for Administration and Finance is not likely to sign contracts after the start date. GCSW will not participate in the late, after start date, submission of contracts requiring the approval from the Vice President for Administration and Finance.

If College Business Administrator Level of approval is all that is required, one week prior to start date will be sufficient. Any contract that does not meet the required submission time must be accompanied by the completed Justification for Untimely Contract Submittal Form.