Frequently Asked Questions

When and how do you prepare a contract?
What are Standard Agreements?
How are non-standard agreements processed?
How many days will each contract get processed and released?
What is the difference between an Honorarium and a Contract?

Answers:

When and how do you prepare a contract?

A contract is normally prepared if the Department, College, or Division, requires the vendor to render a service regardless of the amount. There are OGC approved forms available for use depending on the nature of the service that is required. Aside from the OGC approved standard agreement, the Department or College also has to prepare a contract cover sheet. This form is a standard University form developed by the office of Contracts Administration. And lastly, if it is an expense agreement, a Recommendation for Award is also a requirement.

What are Standard Agreements?

Standard agreements are agreements that are approved by the Office of the General Counsel, and may be used by the departments and colleges without the necessary approval as to form, unless substantial changes have been made. To determine whether an agreement is standard or not, find the footer at the bottom of every page with information as to the date it was approved or revised.

How are non-standard agreements processed?

Non-standard agreements are agreements not otherwise defined as a standard and must be approved as to form, and submitted to the Office of Contracts Administration. They are submitted with an attached cover sheet and a recommendation for award and the Alternative Dispute Resolution Clause, for expense agreements. For revenue agreements, only the cover sheet is required.

How many days will each contract get processed and released?

Under normal circumstances, standard agreements are submitted 10 days prior to start date and are release within a week from receipt. Non-standard agreements must be submitted 15 days before its start date and will be reviewed and released within the same week it was received.

What is the difference between an Honorarium and a Contract?

An Honorarium form is used as an act of gratis for a service by an individual without imposing fees for his services. However, when that service commands an amount and imposes an obligation on the part of the University to pay, then a service contract is necessary.