Procedures for Submitting Contracts for Review for UNT System

1. Does your contract involve sponsored research, grant funding, the subaward of a grant, services involving research on human subjects or animals, the transfer of materials for research, a nondisclosure agreement relating to a research opportunity, or any other area administered by the Office of Research Services?

If yes, submit your contract to the Office of Research Services for processing. The Office of Research Services will review and process your agreement, forward it to the Office of General Counsel for review and approval, and obtain all signatures on the contract. If your contract also involves the expenditure of funds, you will also need to submit an ePro requisition, but the Office of Research Services will submit your contract to Purchasing and Payment Services for review.

If no, please move to question 2.

2. Does your contract involve the expenditure of funds, either for the purchase, lease, or license of goods or services, or the payment of a subaward under a grant?

If yes, submit an ePro requisition and attach a copy of the contract to the requisition. Purchasing and Payment services will process your requisition and determine the appropriate process for having it reviewed, approved, and signed by an appropriate individual with delegated authority. If the contract amount is less than $10,000, or falls into other categories enumerated in the Office of General Counsel’s Criteria for Exemption for Fiscal Year 2008, the contract is exempt from legal review and will be reviewed and approved entirely within Purchasing and Payment Services, and if the amount is less than $10,000, either the Director of Purchasing and Payment Services or the Senior Associate Director of Purchasing will sign the contract. If the contract requires legal review, Purchasing and Payment Services will forward the contract to the Office of General Counsel where it will be reviewed, modified if necessary, and approved. The Office of General Counsel will then forward it for signature to the Vice President for Finance and Business Administration. Purchasing and Payment Services will be responsible for obtaining vendor signatures on contracts involving the expenditure of funds (unless the contract originated in the Office of Research Services, in which case ORS will obtain the signatures).

If no, move to question 3.

3. Is your contract a Standard Contract that was prepared using a Standard Form that was approved in writing by the Office of General Counsel for use without individualized legal review?

If yes, you may submit your Standard Contract directly to the Vice President for Finance and Administration for signature. You must include the memo provided to you by the Office of General Counsel exempting your contract from individualized legal review. Once the contract has been signed by the Vice President for Finance and Administration, you will be notified to pick the contract up from his office. You will be responsible for obtaining the signature of the other party(ies) to the contract.

If no, move to question 4.

4. If your contract does not require review by either the Office of Research Services, or Purchasing and Payment Services, then you may submit it directly to the Office of General Counsel, using a Contract Transmittal Form, or by sending the contract with documentation including: the originating department, the department contact person, the contact person’s telephone extension, the date the contract is needed, and the contract itself.

The Office of General Counsel will review the contract, modify it if necessary, and approve it. The Office of General Counsel will then forward it for signature to the Vice President for Finance and Business Administration. Once the contract has been signed by the Vice President for Finance and Administration, you will be notified to pick the contract up from his office. You will be responsible for obtaining the signature of the other party(ies) to the contract.