Understanding Elon’s contract management process
When it comes to purchasing at Elon, understanding and following contract management procedures is key to a timely and seamless process.
Before submitting a request, you should review university policies as outlined by the purchasing department. Detailed necessary requirements include important signature information. Legally, university contracts may only be signed by Elon’s president, senior vice president for Business, Finance and Technology, and director of purchasing.
Next, a Contract Approval Cover Sheet must be completed. This form includes summary contract details and helps you to determine who will need to approve the contract before moving forward. The unsigned contract should be attached to the Contract Approval Cover Sheet and both documents sent to the purchasing department, where they will be reviewed and verified. Once complete, purchasing will send the contract to the vendor for execution. If the contract requires funding, you must also complete a Purchase Request and attach scanned copies of the final contract approval cover sheet and signed contract.
Once approved, it’s the responsibility of you and your department to fulfill contract requirements, be mindful of expiration dates and, if necessary, initiate renewal. If the vendor breaches any contract requirements, the purchasing department should be notified to determine appropriate action.
It’s important to note that if your contract includes technology, it must also be reviewed by the Office of Information Technology. Examples include hardware, software, subscriptions, technology-related service contracts or contracts that address the hosting, processing or transmission of university data.
Tips for Timely Contract Processing
- Consider potential contract requirements during the project planning phase
- Ask your service provider for a contract draft to allow ample time for review; negotiations may also begin before the final contract process starts
- Remember, once you receive a contract, don’t hesitate to initiate the review process to avoid unnecessary delays
For more information, review contract management policies or contact the purchasing department at 336-278-5580.