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Contract Submission and Approval Process

How do I submit a contract to the VPFA Office for review and approval?

The following guidelines were created to aid departments in compiling a complete set of contract documents prior to submission to the VPFA Office.  ALL contracts (other than the following EXCEPTIONS) should follow the STEPS below prior to submitting the contract for review.

EXCEPTIONS:

NOTE:  Many contracts require review by the Office of General Counsel.  Allow a minimum of 2 weeks for review by the OGC.

 

CONTRACT SUBMISSION & APPROVAL STEPS:

STEP 1:  Determine the type of contract:   

            Expense   (proceed to Step 2)
            (Software License Agreements, Consultant/Professional
            Services 
Agreements, Lease Agreements, Library
            Subscription Agreements, Memberships, etc.
)                                                                          

            Revenue   (proceed to Step 3)
            (Bookstore, Catering, Vending, Building Space Rental,etc.)

            Other   (proceed to Step 4)
            (Easements, Donor/Gift Agreements, Affiliation
            
Agreements, Articulation Agreements, some MOUs,etc.)

STEP 2:  If this contract is an expense and involves the procurement of goods and services, has department determined if the acquisition requires a review by Purchasing?  Purchasing guidelines can be determined by contacting Cynthia Henderson at 903-223-3053 or cynthia.henderson@tamut.eduOnce this step has been completed, please proceed to STEP 4If it is determined that Purchasing will review, then Purchasing will carry out the process in STEP 4.

STEP 3:  If this contract is revenue-generating, please make certain that vendor selection is compliant with Purchasing Guidelines.  Contact James Scogin for assistance.  Once this step has been completed, please proceed to STEP 4.

STEP 4:  Has the contract been reviewed by the department to ensure that the terms of the contract meet departmental approval?  Are all items referred to in the contract (i.e., exhibits, attachments) attached to the contract that is about to be submitted for review?

Now, you are ready to complete a Contract Approval Transmittal Form.  Make sure the contact information section for the other contracting party is completed on the form.  Then attach a copy of your contract and any other pertinent information concerning the contract to this form.

Have the appropriate signatures on the Contract Approval Transmittal Form been obtained?  The appropriate routing can be found at Delegation of Authority. 


Once Step 4 has been completed, your contract is ready to be sent to the VP, Finance & Administration Office for review and approval.

Completing the above items before sending to the VPFA Office will greatly assist us in providing a timely review of your contract.  If you have any questions, please email us at tammy.kelley@tamut.edu  or give us a call at 223-3111.


Should a contract be submitted?

What contracts should be submitted to the VPFA Office for review and approval?

ALL Contracts wherein Texas A&M University-Texarkana is contracting with another individual or entity regardless of the dollar amount (with the exception of contracts involving the reservation of hotel and/or conference facilities). 

Is there a dollar threshold?

If a contract is below $3,000, do I need to submit to the VPFA Office?

Yes. $3,000 is a Purchasing threshold, not a contract review threshold. Even though contracts may have little or even no monetary value does not mean there is not risk to A&M-Texarkana in the Agreement.

Review on exempt purchases

If my contract is for a purchase of goods or services that is considered an exempt purchase, do I need to submit it to Contract Administration?

Yes. Purchasing and the VPFA Office work closely to ensure compliance with procurement and contracting guidelines.  However, just because a purchase may be deemed exempt from procurement guidelines does not automatically make the document acceptable under contracting guidelines for the State of Texas.

Texas A&M University-Texarkana bid list  

How do I get on the Texas A&M University-Texarkana bid list?

Suppliers interested in doing business with Texas A&M University-Texarkana are welcomed and encouraged to do so by emailing Cynthia Henderson, Director of Purchasing, at Cynthia.Henderson@tamut.edu.  A Website for bidders to register is currently under construction, and should be available soon.  We recommend that suppliers also register themselves on the State of Texas Centralized Master Bidders List (CMBL).  Complete information about CMBL registration may be found at: http://www.window.state.tx.us/procurement/prog/cmbl/

Who signs my contract?

How do I determine who will recommend approval for my contract and who will sign my contract?

The President's Delegation of Authority for Contract Administration is used to determine who must recommend approval and sign contracts involving Texas A&M University-Texarkana. 

Inter-agency Agreements

My department is entering into an inter-agency agreement. Do I need to submit to the VPFA Office?

Yes. While interagency agreements are typically very straightforward, the President's Delegation of Authority gives certain Texas A&M officials the authority to sign interagency agreements and the VPFA Office is required to review these prior to securing appropriate signatures.

Intra-system Agreements

My department is entering into an intra-system agreement. Do I need to submit to the VPFA Office?

Yes.  While Intra-system agreements are typically very straightforward, the President's Delegation of Authority gives certain Texas A&M officials the authority to sign intra-system agreements and the VPFA Office is required to review the intra-system agreement prior to securing appropriate signatures.

Standard Contract forms

Does the VPFA Office have standard contract forms?

Yes. See Standard Contract Forms