Searching for & Amending the Contract

This QRG covers searching for & amending a current contract.

This guide will cover:

• General Information

• Navigating to the WyoCloud Contracts Module

• Searching for Submitted Contracts

  • Review Pending Contracts

  • Advanced Search

• Amending a Contract

• Additional Resources

 

General Information

The WyoCloud Contract Process is used to create, amend, and search all contracts for the University of Wyoming.

This QRG covers searching for & amending a current contract; the Creating the Contract QRG provides information on requirements that necessitate a contract and details the steps for creating the contract in the WyoCloud Contracts Module.

Please ensure that you have access to the WyoCloud Contracts Module to search for or amend a current contract. To obtain this access, please complete the WyoCloud Financial Management Introduction to Contracts Training available for self-enrollment in WyoCloud Learning.

Step One

Navigating to the WyoCloud Contracts Module

• First, sign in to WyoCloud.

• Upon logging into WyoCloud, click the Navigator in the upper left corner of the homepage.

• click on Contract Management to expand, then click on Contracts.

• Once you have selected the Contracts Module, the Contracts Search page will display.

 

Step Two

Review Pending Contracts

• On the left of Contract Search page, click on the Pending Approvals tab (second from the top).

• The Pending Approvals tab shows all contracts you’ve previously submitted that are currently processing through the approval workflow.  You can view details such as:

  • Submitted Date: date the contract was initially submitted.

  • Current Approver: username of whom the contract is currently sitting for approval.

  • Days in Approval: total days the contact has been in the approval process.

  • Days with Current Approver: number of days the contact has been with the current approver.

• You can also review the full approval work flow for the contact by clicking on the icon below Review Approvers.

• The Review Approvers pop-up will appear.

 

Advanced Search

• The Advanced Search page is the main landing page when you select Contract Management > Contracts from the Navigator. This feature allows for searching of contracts in a pending status as well as other statuses using a variety of search parameters.

• To search, you must enter at least one of the search criteria marked with two asterisks (**). These are:

  • Number: this can be the full number assigned to a contract at creation or just part of it.  For example, you can input your five-digit organization number to obtain all contracts associated with your organization (this example will only work if the contracts you are searching for have been numbered in accordance with the General Counsel standards:

5-digit Organization number for the Department that originates the Contract - Name of Supplier – Month and Year of Contract creation Examples: 70110DellMarketingMay2017 70110-Dell Marketing-May 2017

• Party Name: this is the supplier with which the contract was created.

  • Contract Owner: person who created the contract.  This is useful to search for contracts you did not personally create.  The Contract Owner is the person who entered the contract into WyoCloud.

  • My Contracts: check this box to display only contracts you created.

  • Start Date: Start date entered on the contract.

  • End Date: End date entered on the contract.

• Of the additional, optional, search parameters, Status is the most useful to most users.  Use this to only display contracts in a specific step in the creation process.

• After entering at least one of the search parameters, click Search.

• You may set a specific set of search parameters as your default by first entering the search parameters then clicking Save.

 

Step Three

Amending a Contract

Because changes may occur within a department, a contract may be amended by a person other than  the original Contract Owner.  When this occurs, the person amending the contract needs to update the  Parties section to replace their name with the previous Contract Owner.

• Obtain an amendment from the supplier or complete the Amendment to Agreement for Services. You must fill in and complete the following sections:

  • The contracting party in the heading

  • The commencement date of the original agreement (not the date of the amendment or any previous amendments). 

(Numbers 1 and 2 on the Amendment to Agreement for Services document are examples and can be deleted or re-worded as necessary.)

• Navigate to the contract you want to amend in the WyoCloud Contracts module utilizing the steps found in Searching for Submitted Contracts – Advanced Search.

• From any tab in the contract, on the top right of the page click Actions.

• Select the Amend Contract option from the original contract entry in WyoCloud.

• Make all necessary changes to the contract entry; follow the steps listed for Creating the Contract QRG to ensure everything is done correctly. Make sure you upload the Amendment to the Contract Terms tab, and leave the original contract on the Documents tab.

• The contract will go through the process as provided in Creating the Contract QRG

• If you are decreasing or increasing the payment amount (and if a purchase order (PO) has already been issued for the original purchase), initiate a Change Order with Procurement Services and attach the Amendment. Follow the steps outlined in the Edit Purchase Orders (Change Orders) QRG to create the change order.

 

This completes the Searching For & Amending A Contract QRG.

 

Additional Resources

• The Contracts Business Process Guide (BPG) provides an overview of the entire process of creating and managing legally binding contracts at the University of Wyoming. It is found on the Financial Affairs Website > Policies and Reference Material > Office of General Counsel.

Contract Process

• Email Andara Frasier (afrasier@uwyo.edu). 

Employee/Independent Contractor (E/IC) Determination Worksheet

• Contact Tax Office at tax@uwyo.edu or 307-766-2821

Quote and Bid Threshold Policy/Purchases

•  Contact Procurement Services at procurement@uwyo.edu or 307-766-5233

Payments

Contact Payment Services at accounts-payable@uwyo.edu or 307-766-5296