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Create a Service Contract

This guide will cover:

  • The process of creating service contracts with suppliers.
  • How to create a blanket purchase agreement.

This process replaces the Office of General Counsel Checklist (specifically the Overview tab).  However, if necessary, the Employee/Independent Contractor Determination Worksheet is still required when the contract is for services.

Step One

  • Upon signing in, this home page will display. Click on the Navigator button (the three horizontal lines) in the top left corner:

  • The Navigator Bar is where you can find links directing you to all the modules and pages that you have security access.  For this process, go to Navigator > Contract Management > Contracts.

  • Once you have selected the Contracts page link, the Contracts Search page will display:

Step Two

Create a contract.

  • On the right, click on the Tasks menu (clipboard with a checkmark) and once the Tasks bar opens, then click Create Contract.

  • In the Create Contract pop-up, fill in the necessary information:
    • Business Unit will always be "UWYO.“
    • Legal Entity will always be "University of Wyoming.“
    • Type should always be Services Contract. When you select the Type, additional fields will display (image shows example information completed).

Field

Description

Number

This should adhere to the General Counsel standards for Numbering and Naming:

  • 5 digit Organization number for the department that originates the contract -  Name of Supplier – Month and Year of contract creation
  • Example: 70110DellMarketingMay2017
  • Example: 70110-Dell Marketing-May 2017

Primary Party

The Supplier with whom you are generating the contract.

Start Date

This field will default to the current date. If necessary, change to the expected start date of service.

End Date

Enter the date of termination for this contract/agreement. End date is an optional field, but must be entered by policy.

Currency

Will always be the US Dollar (USD)

Item Master

Will always be set to “University of WY”

Authoring Party

Will always be set to “Internal” for contracts.

  • Once the necessary information has been completed, select Save and Continue.

  • The Edit Contract page will appear:

 

Step Three

Fill in the Contract Overview information.

  • Select the Overview tab and complete the required fields. If the contract is grant-related, please include information regarding the grant (source of funds, grant name, etc.) in the Description field on the Overview page.

Overview Information

Field

Description

Number

Will default in from previous screen.

Name

Title of Contract as it appears on the contract.

Start Date

Will default in from previous screen.

End Date

Will default in from previous screen.

Description

Detail the purpose of the contract.

Type

Will default from previous screen.

Item Master

Will default from previous screen.

Enable Electronic Signature

Always select this option so that DocuSign can be used to sign contract electronically.

  • Complete the Commitments section:

Commitments Information

Field

Description

Agreed Amount

Total dollar value of the contract.

Amount Limit

Dollar value that the contract cannot exceed.

Minimum Release Amount

The smallest one-time dollar amount that can be made within this contract.

  • Complete Payment Terms section. Change Payment Terms to Net 45. If goods are not part of the contract, other fields may be left blank:

.

Payment Terms Information

Field

Description

Payment Terms

Will always be Net 45.

Carrier

Define the carrier.

Freight Terms

Typically, this will be “Standard Freight Terms.” Select the most appropriate option.

FOB

Defaults to Wyoming Standard FOB.

  • Complete Additional Information section, including required (*) fields. These fields help determine workflow for contract approval. Choosing the appropriate unit from either the Academic Department drop down or the Non Academic Department drop-down is required – choose only one. Academic Department refers to the College level unit. If the department falls under Academic Affairs, but is not a College, select Provost.

Additional Information

Field

Description

Academic Dept.

UW Academic department (e.g. College of Arts & Sciences)

Non Academic Dept.

UW Non-Academic department (e.g. University Operations)

Foreign Supplier*

When a foreign supplier is involved, the Tax Office will approve and Risk Management will be informed.

Required, Yes or No. Select No unless otherwise applicable

Technology Supplier*

When a technology/software supplier is involved, IT will approve the contract. When creating an agreement with a technology supplier, please include the Accessibility Policy for Technology Purchases.

Required, Yes or No. Select No unless otherwise applicable

Grant-Related Supplier*

When grant funds are used or the contract is related to a grant, Research will approve.

Required, Yes or No. Select No unless otherwise applicable

Construction Supplier*

When a construction supplier is involved, UW Operations will approve.

Required, Yes or No. Select No unless otherwise applicable

Service Supplier*

When the contract is for a service, the Tax Office will approve.

Required, Yes or No. Select No unless otherwise applicable

Work Performed in Foreign Country*

When Yes, the Risk Management office will approve.

Required, Yes or No. Select No unless otherwise applicable

Context Segment

Defaults, can ignore.

 

Step Four

Complete the Lines tab.  This tab describes individual pieces of the contract.

  • Click on the Lines tab.

  • Click the plus sign (+) to add a line to the contract.

  • Enter the Name of the line and a business purpose in the Description. Then click OK.
    • The Description of the line needs to be a detailed and clear business purpose.

  • Click Save to save the line.

  • In the Overview section of the Line Details, enter required and optional information.

Line Details

Field

Description

Name*

Identify what is being contracted for. Required.

Start Date*

Should be on or later than the contract start date. Required.

End Date*

Should be on or earlier than the contract end date. Required.

Purchasing Category*

Select appropriate category from drop down.  Enter the correct category for any requisition that will be created from the contract.  If you are unsure which category to select, contact the Procurement and Payables Office.

Supplier*

Auto-populates from the Contract Overview.

Supplier Site*

Choose the correct Supplier Site. Required.

Fixed Price

If the contract line is fixed price, check this box.

UOM*

Unit of Measure. Set to EA (Each). Required

Unit Price*

Enter the total amount of the contract. Required.

Agreed Amount*

Enter the appropriate amount. Should have been entered in the Contract Overview.

Amount Limit*

Enter the appropriate amount. Should have been entered in the Contract Overview.

Minimum Quantity per Order

For goods, set amount for minimum order.

Minimum Release Amount*

Enter the appropriate amount. Should have been entered in the Contract Overview.

 

  • Scroll down to the Terms section and verify that Payment Terms is set to Net 45, Carrier is set to Best Way, Freight Terms is set to Standard Freight, and that FOB is set to Wyoming Standard FOB.  

 

  • Scroll back to the top of the Line Details page and click Save in the top right corner.

 

Step Five

Complete the Contract Terms tab. You must upload the contract on the Contract Terms tab. The contract will be rejected by the General Counsel's Office if you do not upload the contract here.

  • Click on the Contract Terms tab and click the Add Contract Terms button.

There are currently no templates in WyoCloud Financial Management. Templates may be available in the future, but all contracts must be entered using the Attached Document option until future notice.

  • In the Add Contract Terms pop-up, select Internal for Authoring Party, Attached Document for Contract Source, and click Browse to locate and upload the contract document. Enter a Title and Description of the contract document, then click OK.

If there are multiple documents that require a signature, you must combine all documents that need to be signed into ONE document.  This document will be uploaded on the CONTRACT TERMS tab.

 

Step Six

Complete the Parties tab.

  • Click on the Parties tab and verify that the Customer Role is UWYO and that the Supplier matches the provider of the goods or services for this contract.

  • In the UWYO: Team section you may add additional participants in the contract by clicking the plus button (+) or clicking on Actions > Add.

  • Scroll down to the Locations section and enter the following information:
  • Supplier Site – The site associated with this supplier. (Required)
  • (Optional) Ship-to Organization – Select University of Wyoming. 
  • (Optional) Ship-to Location – Select where the goods or services will be delivered on campus. 
  • (Optional) Bill-to Location – Select Accounts Payable

  • Scroll back to the top of the page and click Save.

 

Step Seven

  • Review the Deliverable, Documents, History, and Notes tabs. Add information as necessary.

Additional Contract Tabs

Page

Description

Deliverables

Optionally add information if contract includes a physical deliverable.

Documents

Upload any additional contract documents and supporting information. Please upload the Employee/Independent Contractor Determination Worksheet under Supporting Documents if needed.

History

This page is purely informational.  It displays dates, versions and signatures. Please refer back to this page to find where the contract is in the approval process.

Notes

This page is for free-form, contract related notes; you can add a note here for approvers or for yourself.

 

Step Eight

Validate and submit the contract.

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

  • Correct any errors on the page, then select Done.

  • Click Submit.

  • Click Next to continue onto the next screen.
  • A message can be written to the approvers (please use this to tell approvers that your contract is a rush), and below the note, you can view the approvers by clicking on the gray triangle to the left of the word Approvers. Then click Submit.

Contracts will be reviewed, approved by the applicable unit, approved by the Office of General Counsel and signed by all parties before the remaining steps can be taken.

 

Do not continue until you have a fully signed contract and it has been uploaded under Supporting Documents on the Documents tab.

 

Step Nine

This step is currently completed by the Office of General Counsel. Please continue to check back for notice that this step is transferred to the contract owners.

To activate a contract, check that all signatures have been obtained on the contract. If the contract was signed via DocuSign, the contract owner should receive an email from DocuSign showing that the electronic signature process is complete.

  • Click on the Actions drop down, then Manage Signatures.

  • After all signatures are acquired, the Status of the contract will show as Active. To view the status click on the Task menu.

 

Step Ten

If your contract involves payment, a requisition will be required.  After the contract is fully signed, follow the steps outlined in the Create Non-Catalog Requisition Quick Reference Guide to create the requisition. You must attach a copy of the fully signed contract to the requisition, along with any other documentation required by Procurement. For additional details on how to obtain the fully signed contract see the General Counsel’s website

You have now completed the steps of Create Service Contract.

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Details

Article ID: 32752
Created
Thu 6/29/17 3:31 PM
Modified
Thu 7/5/18 11:30 AM

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