Contract Management Reminders

  • March 8th, 2019
  • in News

As a reminder, all standard contracts should be submitted to contracts@fa.ua.edu and non-standard contracts should be submitted through the Procurement Contract Portal.  Additional contract processing information including examples, tips and reference material can be found on our website.

Contract Management Reminders

  • February 7th, 2019
  • in News

As the new year begins, please keep in mind these important Contract Management reminders. When submitting contracts for review, please ensure that you include a description and any other relevant details that could expedite the review. Also, remind companies that we cannot sign contracts in their e-signature platform. We have to have the Word or PDF document outside of their system in order to conduct the necessary review and execution through the University’s DocuSign system. Let’s make it a great year!

Contract Amounts

  • January 3rd, 2019
  • in News

Due to compliance requirements, various approval thresholds, and reporting responsibilities, it is important to identify the total value of each contract submitted for Contract Management review. In order to appropriately document the total amount of each contract that we process for signature please ensure the amount is included with each submission. If the exact amount is unknown, please provide an estimate. If the amount is not clearly stated on the contract, please include the total estimated amount with your contract request.

Contract Processes

  • December 5th, 2018
  • in News

Throughout the year, the Contract Management staff meets with campus partners to review and discuss contract processes. We have found that these meetings improve the overall efficiency of the contracting process. As the new year approaches, if you need a refresher or have new staff in need of training, please let us know and we would be happy to arrange a meeting.

Engaging Search Firms

  • September 4th, 2018
  • in News

Effective September 1, 2018, contact your Human Resources Recruiter for further guidance regarding the necessary procedures that must be followed when entering into a contract with a search firm. All contracts requiring review and signature should be routed to the Contract Management Department. Searches at a VP and/or Provost Level position or higher, must be approved by the Board of Trustees per Board Rule 302 before engaging with a search firm or starting the recruitment process.

Vendor E-Signature Systems

  • August 2nd, 2018
  • in News

When working with an external party on a contract, please advise them to provide their contract in a .doc or .pdf file format. Some vendors prefer or request to send their contracts through their electronic signature system, however, the University is not able to review or sign contracts in that fashion. We use DocuSign for the electronic routing of contracts and we have to review the contract prior to uploading it and routing it for signatures. We cannot sign within the other party’s electronic signature system and we ask that they avoid submitting their contracts in that way. Thanks so much for partnering with us as we work to expedite the contract review and execution process for you.

Spring Break Reminders

  • March 1st, 2018
  • in News

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

  • January 9th, 2018
  • in News

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?

  • December 18th, 2017
  • in News

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

  • September 19th, 2017
  • in News

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.