Office of the Vice President and Chief
Financial Officer
Business Contracts/Agreements
Contract Approval and Routing Procedures
Contract Templates
Contract Administrator Responsibilities
Contracts
Staff
Frequently Asked
Questions
Helpful
Resources
Agreements $1 Million or Greater - Disclosure Form
If your agreement is $1
million or greater, in addition to following the university's procurement and contracts procedures, a
Disclosure Statement for Purchasing Personnel
form must be completed and submitted to the Office
of the Vice President and Chief Financial
Officer. The form must contain the names of
all department personnel associated with: (a)
preparation of the solicitation for the agreement;
(b) evaluation of the bids or proposals; (c)
decision on vendor to be awarded the agreement; or
(d) approval of agreement terms and conditions.
Reference: Texas Government Code, Chapter 2262,
Statewide Contract Management,
Section 2262.004, Required Nepotism
Disclosure.
Agreements between two
University Departments
Agreements between two university departments that are in compliance with the university's policies and procedures,
may be negotiated and executed
at the departmental level. Examples include agreements with the AT&T Executive Education Conference Center, Frank Erwin Center, Performing Arts Center, Texas Box Office, Texas Union, and Lady Bird Johnson Wildflower Center.
UT System Standard
Agreements
If the UT Austin Standard Agreements, Amendments, and Addenda Web site does not contain a suitable template for your project, you may find an appropriate UT System Standard Agreement template. UT System provides an extensive library of contract templates, many of which have been classified as UT System Standard Agreements, which have been approved by the Board of Regents or the Office of General Counsel for use without additional UT System approval. Contract templates are also available from the UT System Purchasing Council Web site.
Our Responsibilities
This office provides administrative support to the
Vice President and Chief Financial Officer for the
review, approval, and execution of business
contracts required for the:
• procurement
of services for The University of Texas at
Austin.
• provision of
services by The University of Texas at Austin.
Our goal is to support the educational and
research missions of the university by facilitating
the execution of business contracts while ensuring
compliance with Board of Regents' Rules and Regulations and university, state, and federal
laws, policies, and procedures.
Your Responsibilities as
Contract Administrator
Departments should ensure that all university and
purchasing requirements are met and that all best
value practice procedures are utilized prior to
submitting a contract for review and signature. The
contractor should not be authorized to proceed, nor
should payment be approved, until the contract is
fully executed (signed by all parties).
As the departmental administrator for this
contract, your responsibilities include, but may
not be limited to, the following:
- verifying that the contractor or vendor complies
with all of the terms and conditions of the
agreement
- ensuring that all services have been received to
your specification prior to authorizing
payment
- ensuring that all revenue generated pursuant to the
terms of the business contract is received and deposited into an appropriate university account.
- ensuring the collection, review, and maintenance of
any required certificates of insurance, worker's
compensation insurance, and performance
bond.
- setting up an appropriate university account if necessary (see Account Creation and Control).
Regarding insurance requirements, the
contractor should not be authorized to proceed
until you have received and verified the accuracy
and authenticity of current and adequate
certificates of insurance, worker's compensation
insurance, and a performance bond if required. The
originals of these documents should be maintained
in your departmental files. Procedures should also
be established to track renewal dates in order to
ensure that you receive evidence of renewals on a
timely basis.
HELPFUL RESOURCES
UT System Policies:
Disposition
Table
Office
of General Counsel at UT System
Breach of Contract Claims (formerly Dispute
Resolution)
Explanation of Indemnification Limitations and
Insurance Clauses
Required Contract Clauses - Reference
Materials
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