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Ohio State University Extension

CFAES

Getting Contracts Signed

Nov. 9, 2022

Contracts: Who Signs?

  • Contract from FAES unit – Department Leader (may or may not need requisition)
  • Contract from other OSU unit – SFO (Cost Center Manager/CCM will facilitate, may or may not need requisition)
  • Contract from external party for special situations:
    • PARE: for office space lease agreements (CCM will facilitate)
    • OSP: For any contract/MOU where we are being asked to deliver a service. OSP ePA-005 and email to Sponsored Program Officer to facilitate contract
    • Legal Affairs: for those that may not fall into above categories, consult with CCM first
    • Never sign a contract/MOU/MOA locally
  • Contracts where we are procuring a good or service (including $0 contracts, short term space/meeting/facility rental, etc)
    • No PCard accepted: OSU Purchasing via WD Requisition
      • attach the contract to the requisition. If a $0 contract, leave supplier information blank. If we will be invoiced to pay, search for supplier or request new supplier to be added.
      • 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 both parties have signed, the Zero Dollar RQs will be cancelled by the service center as now the initiator will have a final signed document and can move forward with the event.
      • If payment will be due on PO, A PO# will be needed and added to the invoice to be sent to apinvoices@osu.edu  for payment (Net 60 for EFT, Net 90 for check payments on new suppliers)
    • If a PCard can be accepted for payment and is not a restricted PCard purchase, use the process below to facilitate contract signing.

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Below is info related to the transition of using a webform to facilitate University signature on PCard supplier agreements (contracts).  This webform replaces the practice of entering a $0 blank RQ in Workday.

  • Webform Location:  CFAES Finance website under the “Service Center Help” tab.  https://cfaesfinance.osu.edu/
  • Webform Title:  Agreement Submission for PCard Purchase”.

Usage & Instructions:  The webform has full instructions for end-users.   

·  The CFAES Service Center will submit the document(s) to University Purchasing for review and signature. 

·  The edited/signed document will be returned via email to the Requestor and Department CCM. 

·  The supplier’s countersignature (if applicable) is to be obtained prior to the PCard transaction occurring. 

·  After the transaction has occurred both the countersigned document, itemized receipt or equivalent supporting documentation must be attached to the Expense Report (ER). 

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