One Year With DocuSign

We have reached the one year anniversary of utilizing DocuSign for the electronic routing and signing of contracts, and we are thrilled to report over 4,600 contracts have been submitted through the system!

President Clinton signed into law the Electronic Signatures in Global and National Commerce (ESIGN) Act on June 30, 2000. The federal ESIGN Act created a vast opportunity for companies of every size and industry to benefit from the speed, security, and convenience of eSignatures through software such as DocuSign over the last 15 years.

Thank you for embracing the change to DocuSign which has resulted in more streamlined processes, less redundancy, and greater efficiency.

Signatory Information

External parties to contracts often assume that you, as their contact person, are authorized to sign, and they may pre-fill your name in the signature block. Before submitting contracts for review, please ensure that the signature block contains one of the University’s authorized signatories based on who you are submitting the contract to for review.  Otherwise, please leave the section blank, and we will fill it in.

Reminders

 

The Photography Agreement should be utilized for photography services.  More information can be found on the contract management website.

Please remember to attach the completed and approved Independent Contractor form when submitting a Professional Services or Guest Speaker Agreement.

Professional Services FAQs

Still have questions regarding the new Professional Services process?  
Please check out the FAQ section  for additional information.

PSA vs. Personnel Action Form

Professional Service Agreements and Guest Speaker Agreements are not needed in situations where a UA employee is being hired to complete services outside of his or her primary job. A Personnel Action Form should be completed instead. Instructions on completing the form are located on the Payroll website.

DocuSign Update

We are thrilled to report that the implementation of DocuSign has been very successful and we have processed over 1,000 contract envelopes over the past 3 months! Thanks so much for your support and positive feedback. As a reminder, for general contracts, please provide the name and email address of the external signatory when emailing it to contract management for signature. Also, please alert your contact that the contract will be delivered to them from DocuSign so that they will be expecting it.

Signature Order

As a general rule, once the terms of a contract have been finalized, parties who are entering into an a agreement with the University should sign the contract first. After the contract has been signed, please send it to the Contract Management Office for countersignature.

Independent Contractor Update

There are two situations when an Independent Contractor (IC) form and a Professional Services Agreement (PSA) are not required.

The first situation is when the payment is being made to a business entity.  A business entity is defined in the Independent Contractor Policy as a Governmental Entity, Corporation, Partnership, or a Limited Liability Company that is classified as a Corporation or Partnership for tax purposes.  A business entity will have its own EIN and will not use a Social Security Number for tax purposes. While some type of contract should exist between the business entity and the university, it does not have to be a PSA.

Second, the IC form and the PSA  are not required when the agreement is for expense reimbursements only and no fee is paid.  In this situation, the expense reimbursements do require appropriate documentation in compliance with the UA Spending and Travel Policies.

Electronic Signatures

In an effort to make the Professional Service and Guest Speaker Agreements easier to complete, we have partnered with DocuSign to introduce a new version of these forms that will be signed and routed electronically. The new process allows the department to initiate the form and attach supporting documents, send it to a contractor for electronic signature, and get it reviewed and signed by an approved signer in a much more efficient way.

The new Professional Service Agreement and Guest Speaker Agreement forms are now available for your use on the Contract Management website. To help you get started, we have produced step by step training videos for each form and linked them on the website. Please delete any older templates that you may have saved on your computer and begin using the new forms immediately.

Professional Services FAQs

Have a question about the new professional services policy or processes?  It is very likely someone else has that same question too.  Please review the Frequently Asked Questions section of the contract management website for additional information.  Make sure to check back often because the list will be updated as questions are received.