Contracts

Forms

Contract and Approval Limit Overview

Omnibus Delegation of Signature Authority and Approvers by Dept

Contract Request Form

Overview

The contract review process is required to be completed for every agreement that includes terms and conditions. The review timeline can range anywhere from two business days to several weeks. The content and estimated value of the contract determines how many steps may take place in the review. Therefore, we recommend starting this process as early as possible. A Contract Request Form (CRF) is required for every contract to provide an overview of what product or services are being sought, the anticipated cost, contract dates, vendor selection information, etc. This form is designed to guide the review process and to outline the relevant information for reviewers and approvers. Below is a list of common elements that may increase the complexity of a contract review and subsequent negotiation:

  • University data is involved
  • Technology that will require support from WUIT or integration with WU systems
  • Content creation (copyright law, WU trademark licensing)
  • Estimated contract value exceeds $25,000

Timeline

  1. Please inform your department’s Financial Analyst (FA) (Contact Us) when you begin discussions with a vendor that will require an agreement. They can provide the budgetary and financial information needed for price negotiations.
  2. Once a vendor has been chosen, and the terms and conditions (T&C) of the agreement are provided, please submit these and the CRF to Gabe Theodoro and Archana Kambli in the Finance and Accounting Department. The T&C review and vendor setup can be started before the costs and/or plans are finalized and will help expedite the final approval and payment. Gabe and Archana will coordinate with the necessary WashU Departments to complete the review process. Should the T&Cs need revisions, they can also work directly with the vendor on the adjustments if the department prefers.
  3. Please keep your FA, Gabe, and Archana updated throughout the negotiation process. Once plans, costs, and T&Cs are finalized and the T&Cs are reviewed, Gabe or Archana will route the contract for approval via Docusign. Contracts may only be signed by authorized contract approvers after the review is complete.
  4. Once the agreement is signed, please submit the contract and invoice in Accounting’s Ticketing Portal (FreshDesk) to initiate the payment process.

Other Considerations

If your department works with or anticipates working with a supplier frequently, we can work to establish a Master Service Agreement (MSA). With an MSA in place, the terms and conditions are already vetted and each subsequent project or Statement of Work is quicker to execute.

If the contract exceeds the department head contract signing limit, it should be redirected (with the department heads approval) for signature to the areas Vice Dean, the Director of Finance and Accounting Services, or the Senior Associate Dean of Finance and Operations depending on the total contractual obligation.