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Contracts

What is a Contract?

A contract is any document that obligates UADA financially or legally. This could be an agreement, memorandum of agreement, memorandum of understanding, terms and conditions, etc. For this document, all of these are referred to as contracts.

What are Examples of Contracts?

Renting a popcorn popper, replacing a roof on a building, a Memorandum of Agreement (MOA) for a speaker for a meeting, renting a water park for a 4-H event, meeting space rental, pest control agreements, lodging agreement with a hotel for a meeting, etc.

How Do Know if I Need to Send it to Contracts?

The quickest way is to look for a required signature by the Division (UADA). If in doubt, contact us.

Who Can Sign a Contract?

Designated signatories are:

Matt Brown, Associate Vice President for Finance and Administration and Chief Financial Officer
Jean-François Meullenet, Senior Associate Vice President for Agriculture-Research
John D. Anderson, Senior Associate Vice President for Agriculture-Extension
Jeffie Thomas, Assistant VP for Finance & Administration

Checklist

Download UADA Contract Checklist

Contracts/agreements/MOA's should be submitted one month or earlier before the effective dates. This allows time for processing and legal review, if needed.

MOA's written by departments will need to be sent to Mark Kiefer, Procurement Manager. Mark will return the MOA to you for corrections, if needed. Once Mark approves the MOA, he will send it to the contract office.

Reference: Memorandum of Agreement Instructions and Template

Review Contract

Read the contract carefully. Check the following:

_____ The Supplier’s name on the contract matches either the supplier information in Workday or the W-9. If not, request a corrected contract.

_____ Contract has UADA’s organization/business name: Board of Trustees of the University of Arkansas acting for and on behalf of the University of Arkansas System, Division of Agriculture

_____ Contract has the department/unit/county’s contact person and their information, if applicable.

DO NOT SIGN THE CONTRACT

Review Supplier

Purchasing Card (P Card)

_____ Look for terms and conditions, an agreement or any other documentation related to the purchase or use of the item.

_____ Obtain those documents and send to contracts@uada.edu.

_____ State in the email message that a P Card will be used for the purchase.

Requisition

_____ You must provide a Workday Supplier ID or a current W-9 when you submit your contract.

_____ In Workday, use Find Suppliers to locate the supplier.

_____ If you locate the Supplier ID, provide the information when you submit the contract. Some suppliers may have an alternate name entered in Workday.

_____ If you do not locate the supplier in Workday, ask the supplier for a current W-9. Send it with the contract when requesting review.

_____ If you do not locate the supplier in Workday, begin the process for Supplier Setup in PaymentWorks. You can work on this while the contract is being reviewed. To refresh your knowledge, search Workday Learning for: "PaymentWorks for Initiators."

_____ If you locate the Supplier ID, begin the requisition process. This will expedite the procurement process if the contract is approved.

References:

Contract Process (uada.edu)
UADA Procurement Information
State Procurement Contracts - Department of Transformation and Shared Services

Prepare for Submission

Make sure you have the following information before you submit:

_____ Contract

_____ Quote(s)

_____ Terms and conditions

_____ Other supporting documents

_____ UA Legal Review Form 3-15-2024 – completed and signed. Legal Office will not accept DocuSign.

_____ Workday Supplier ID or W-9

_____ Name of Supplier Contact Person (generally the person who can sign for the supplier)

_____ Email Address for Supplier Contact Person

_____ Phone Number for Supplier Contact Person

_____ Name of Authorized Signer (if different from Contact Person)

_____ Email Address of Authorized Signer (if different from Contact Person)

_____ Contract and Grant Disclosure and Certification Form . For contracts $20,000 and up, have the supplier complete the form and submit the form with the contract.

Submit the Contract (contracts@uada.edu)

Send an email with the appropriate items attached from the “Prepare for Submission” section to contracts@uada.edu. Jan Sampson, Amy Hedges and Matt Brown have access to this mailbox.

Next Steps – Contracts Office

If your contract requires legal review, the Contracts Office will forward it to legal counsel.
The Contract Office will send it to the appropriate persons for signature, usually via DocuSign.
Once your contract has been signed, all parties involved will receive a signed copy via DocuSign, including the person submitting the contract and purchasing@uada.edu.