Pre-Submission Guidelines

What is a Contract?

A contract is an agreement between two or more persons or parties based upon valuable consideration to do or refrain from doing a particular lawful act.

What to Submit?

Any vendor contracts that require a signature to execute should be submitted to the contract portal. This excludes some Research-related contracts managed by the Office of Research and Technology Agreements and some advancement-related contracts.



University departments planning to enter into contracts for goods, non-professional services, or technology with a total value exceeding $75,000 over the life of the contract must follow Alabama state bid laws. These contracts typically require a competitive bidding process, unless the purchase qualifies as a sole source and is approved by the Purchasing Department. Early Coordination with the Purchasing Department can help confirm whether the purchase meets the bid threshold and receive guidance on next steps.

When to Submit?

Contracts should be submitted immediately upon receipt from the vendor and before the term (start date) of the contract begins. Contracts submitted after the term of the agreement has passed will not be executed. You should obtain any necessary departmental approvals before submitting your contract.

What to Include?

1. A copy of the contract document, preferably in Word format, with all blank spaces (with the exception of the signature line) completed.
2. A copy of any other documents referenced in the contract. This includes exhibits, appendices, or hyperlinks.  
3. A copy of any required forms or approvals based on the contract type.

What Happens Next

Contracts are reviewed in the order submitted, and the length of time required to complete them is dependent upon the complexity of the agreement.

Note

Contracts associated with areas internal to the University, such as Crimson Catering, Bryant Conference Center, University Club, Gorgas House Museum, the Zone, and others, do not require an authorized signature and may be signed by the department chair or dean. This is the only exception in which departments may sign a contract.

If you are unsure whether your contract is considered internal, check with Contract Management for guidance.

Purchase Order

In many cases, a University Purchase Order (PO) can be used in lieu of a signed contract, streamlining the procurement process. This approach is especially common and effective for:

• Non-professional service providers (e.g., pest control, equipment maintenance, warranty services)
• Goods and supplies of all types

Using a PO instead of a signed agreement can significantly reduce administrative workload, eliminate unnecessary paperwork, and save time for your department. Before proceeding, always check with your vendor to confirm whether they will accept a PO in place of a signature. If they do, you can move forward with issuing the PO through standard University purchasing procedures.

What is a Professional Service?

A professional service refers to a contract for the services of individuals who possess a high degree of scientific or specialized skill where the experience and professional qualifications of the service provider are particularly relevant to the provision of the required service. Examples include, but are not limited to, architects, attorneys, engineers, appraisers, consultants, and guest speakers.

What to Submit?

A UA Professional Service Template or a vendor-provided contract should be submitted through the contract portal.

When to Submit?

Professional Service Agreements (PSA) should be submitted immediately upon receipt from the vendor (or discovery that a PSA is required) and before the term (start date) of the PSA begins. A PSA submitted after the term of the agreement has expired will not be executed. You should obtain any necessary departmental approvals before submitting your PSA.

What to Include?

1. When using the UA Professional Service Template, see the Professional Service Template Guide.
2. When the vendor provided a contract, include a copy of any required forms or approvals.

What Happens Next?

Contracts are reviewed in the order submitted, and the length of time required to complete them is dependent upon the complexity of the agreement.

Note

A formal agreement is not required if the service fee is $5,000 or less. All invoices for payment should be detailed, including the date of services and statement of work provided.