Extension Contract Approval Processes

Never sign a contract, MOU or MOA locally

A limited number of employees have been delegated authority by the university to sign contracts.
The type of contract determines routing and approval. Please review the list below for information on routing contracts for approval.
Your Cost Center Manager/Fiscal Officer should be contacted if you have any questions about a contract or how it should be routed.

• Contracts from CFAES unit (Internal)
  • 4-H Center, Wooster Campus, etc
  • Department Leader/District Director may approve (may need requisition submitted to facilitate payment)
• Contracts from other OSU departments (Internal, non-CFAES)
  • Ohio Union, Fawcett Center, etc
  • Senior Fiscal Officer (SFO) has delegated authority. Cost Center Manager (CCM) will facilitate (may or may not need requisition).
• Contracts from external entities for special situations
  • PARE (Planning, Architecture and Real Estate): for office space lease agreements (CCM will facilitate). 
  • OSP (Office of Sponsored Programs): for any contract or MOU with deliverables and/or special reporting requirements. Contact CCM for assistance.
  • Legal Affairs: for those that may not fall into the above categories. Consult with CCM first.
• Contracts where we are procuring a good or service (FAES Resource Guide):
  • Paid by check/ACH: Purchase Order via Requisition
    • Attach the contract to the Requisition. Once the supplier has been added (if new) to the system and Requisition is approved, a Purchase Order number will be created.
    • The contract will be reviewed by OSU purchasing and returned to the requestor as a "send back" if the contract needs countersigned or an addendum has been attached by purchasing. Once addendum is signed, upload to Workday and submit.
      • For payment, submit invoice with PO# on it and send to apinvoices@osu.edu  for payment (Net 60 for EFT, Net 90 for check payments on new suppliers)
  • Paid by PCard
    • Submit through Webform on CFAES Finance
      • Agreement Submission for Non-Purchase Order Procurement
      • Attach fully executed contract with PCard Expense report
  • $0 purchasing contracts (or fee waived) or third party contract payment
    • For when we would be paying a supplier if fee was not waived (procurement contract)
    • Submit through Agreement Submission for Non-Purchase Order Procurement webform
    • Maintain copy of fully executed contract in local file for records retention