Spring Break Reminders

With Spring Break right around the corner, please send any contracts requiring Contract Management review as soon as possible. This will allow us time to work through any negotiations and obtain signatures in a timely manner.

Reminders

The beginning of the year is the perfect time to be refreshed on contract processes and guidelines. Please check out the helpful reminders below. When submitting contracts, always

  • review the business terms to confirm you are in agreement;
  • submit an editable document;
  • provide us with the name and e-mail address of the external signer;
  • include a brief description of the subject matter of the contract;
  • provide us with as much lead time as possible.

Being aware of these reminders will allow us to more efficiently and effectively review and process contracts for signatures. Let’s make it a great year!

Is “Free Software” Really Free?

More and more companies are approaching our campus community with the promise of free or an extended trial use of their software. Oftentimes, these agreements are heavily drafted in the vendors’ favor. While there may not be a dollar amount initially associated with the agreement, these agreements still require the same review as any other software agreement. Keep in mind when considering this type of engagement who will own the data, how will the data be used, and what the vendor plans to gain through allowing the use of the software for free. It is to the end-user’s advantage to allow us to complete our standard review of the document to prevent future issues and minimize risk as much as possible.

UA Contracts

With the beginning of the academic year comes an increase in requests for contracts for food and/or entertainment for University employees (e.g., faculty/staff retreats). In order to spend University funds on these activities, the event must sufficiently serve a business purpose to the University. When submitting contracts for these types of events, please include a detailed business purpose of the event and/or provide a detailed itinerary or agenda.

Understanding UA Contracts

Congratulations to the approximately 100 faculty and staff who have successfully completed the Understanding UA Contracts course. For those who have not completed the course, please consider completing this interactive e-learning course that is available through Skillport. This course will serve as a useful resource to guide you through the Contract Management process. As an added bonus, you will receive a certificate upon successful completion of the course and final exam.

Contract Submissions

With each passing month, the volume of contracts processed by the Contract Management Office continues to increase. As a reminder, to expedite the review of contracts emailed, please include the name and email address of the person who will be signing on behalf of the external party. Contracts that are emailed should be sent to contracts@fa.ua.edu and this will allow our contract team consisting of Melinda Wallace, Collin Rich, and newly promoted, Jordan Clements to review and respond to your request. For additional information regarding contract submissions, please visit our website.

Contract Management Reminders

  • When submitting your Concur Invoice Payment (Previously referred to as MDV) for payment, please include the signed contract with your submission to prevent delays in the issuing of payment.
  • With the exception of Professional Services, contracts over the $15,000 Bid Limit require sole source justification or they will be subject to bid.
  • Contract Management’s goal is to obtain fully-executed contracts and allow you to proceed with acquiring desired products or services and in the event there are negotiations, please allow adequate time for us to work on your behalf to reach the best possible outcome.

Understanding UA Contracts

Understanding UA ContractsAs a reminder, we have created an e-learning course, Understanding UA Contracts.  This interactive course is available through SkillPort and it provides an overview of commonly used contract clauses and terms.  It also provides insight into the University’s position in contract negotiations.   This course will serve as a useful resource to guide you through the Contract Management process.  As an added bonus, you will receive a certificate upon successful completion of the course and final exam.

Vendor Signature Applications

As more and more companies are moving to their own electronic signature applications, please note that we need their contracts outside of their signature system in order to properly review it. Once the review is complete, we will upload it to the University’s DocuSign system and route it for signatures. If you receive a contract in this way, please request it as an email attachment outside of their system in order to expedite our review and signature process.

Submitting a Contract for Review

As a new year begins, please keep in mind these important reminders when submitting a contract for review and signature:

  • Make sure all blanks are filled in prior to submission.
  • Ensure the signature block is left blank and we will populate with the authorized university signatory.
  • Allow adequate time for review; if you are curious as to what happens during review, we encourage you to complete our newly created course, Understanding UA Contracts.
  • Provide the vendor signatory’s name and email address when submitting contracts.
  • For additional tips and reminders, please visit our website.

Let’s make it a great year!