UNIVERSITY OF VIRGINIA

          FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL







TITLE:  PREPARATION OF CONTRACT APPROVAL SHEET     PROCEDURE:  7-70



                                                                    

         

Policy Reference:              VII.R.1, VII.R.2



Form:                          Contract Approval Sheet



Obtain Blank Forms From:       Purchasing,   

                               Carruthers Hall



Forward Completed Forms To:    One of the following offices.





     TYPE OF CONTRACT                RESPONSIBLE OFFICE



Academic Consulting            Office of Sponsored Programs

  ($600 or greater)    



Real Estate Leases,            Space and Real Estate Management,

  Easements, etc.              Facilities Management

                               

Educational Services,          Office of the Assistant VP for 

  Investments                  Finance and Univ Comptroller



ADP, Word Processing           Purchasing



Insurance Agreements           Office of Risk Management



Services provided by           Office of the Executive Director,

University of Virginia         University of Virginia Medical  

Medical Center                 Center



Procurement of goods or        Purchasing

services NOT listed above



All other contracts            Office of the Assistant VP for

                               Finance and Univ Comptroller



Distribution Instructions



The requesting department will receive the green copy of page two

of the Contract Approval Sheet as either confirmation of the

contract acceptance after the control number has been assigned or

as disapproval of the contract with the word "DISAPPROVED" written

across it.



NOTE:  All contracts must have an end date which includes the       

month, day and year of expiration.





All other copies of the Contract Approval Sheet should be

distributed by the responsible office as indicated on the bottom of

page two.



NOTE:  All contracts and Contract Approval Sheets forwarded to the

Purchasing must be accompanied by a

completed Purchase Requisition form.



See also Procedure 7-ll, "Preparation of Purchase Requisition."

                                                                  

NOTE:  ADP and WORD PROCESSING AGREEMENTS must be accompanied by a

completed CC21 form in addition to the original contract(s),

Contract Approval Sheet, and Purchase Requisition.  (Contact the

Department of Administrative Computing Services for instructions.)



NOTE:  TELECOMMUNICATIONS AGREEMENTS must be accompanied by a

completed TCI form and if required, a State Agency Media Sevices

Request Form in addition to the original contract(s), Contract

Approval Sheet and a Purchase Requisition.



NOTE:  CONTRACT RENEWALS require completion of a new Contract

Approval Sheet, referencing the contract control number of the

original contract.



See also Procedure 7-40, "Preparation of Request for

Telecommunications Equipment".



Purpose



To document (1) all required contract reviews, (2) signing of the

original agreement(s) by an authorized signatory, and (3)

assignment of a control number for reporting and control purposes.



Processing Instructions



The first five (5) parts of the Contract Approval Sheet, the

ORIGINAL Contract(s), and all other attachments should be submitted

to ONE of the responsible offices listed above.  The Goldenrod copy

of the Contract Approval Sheet and a copy of the contract should be

retained by the requesting department.



After completing the approval process, the signed contract will be

forwarded to or processed by Purchasing if a

completed purchase requisition is included.  Otherwise, the signed

contract will be returned to the department to return to the other

contracting party.





One ORIGINAL executed contract must be returned to the appropriate

responsible office processing the agreement to be included in their

central file of original executed contracts.



No payments can be made on a contract unless the control number

appears on the voucher.



Individuals negotiating contracts that are not authorized

signatories must indicate, preferably in writing, that the contract

is not executed until signed by an authorized signatory.



Form Completion Instructions



The numbered items on the form should be completed as indicated by

the corresponding numbers below:



 1.  Requesting School/Department name and address.  Enter the name

     and telephone number of an individual to whom questions about

     the contract can be directed.



 2.  Name and address of the other contracting party.



 3.  Brief description of goods or services to be procured or

     reference to a descriptive attachment.



     If this contract will replace, renew or amend an existing or

     recently expired contract, the control number of the previous

     contract should be referred to in this section.



 4.  Date contract goes into effect.



 5.  Date contract expires.



     All contracts must have an end date which includes the month,

     day and year of expiration.



 6.  Date by which contract may be renewed or is automatically

     renewed by terms of the agreement.



 7.  Date first payment is due.



 8.  Frequency of payments (weekly, monthly, quarterly, annually,

     other).



 9.  Amount due each payment period.



10.  Total amount of contract.  (Approximate if necessary.)



11.  University Account Code to be charged or credited.



12.  FOR LEASE AGREEMENTS ONLY



     The LEASE/RENTAL BOX should be checked if the ownership of the

     property remains with the LESSOR at the end of the lease term.



     The LEASE/PURCHASE BOX should be checked if the lease

     transfers ownership of the property to the LESSEE at the end

     of the lease term.



13.  Check ONE of the boxes:



     The LESS THAN ONE YEAR AND LESS THAN $5,000 BOX should be

     checked if the contract has a termination or cancellation

     clause that allows the contract to be terminated in less than

     12 months and the total amount of the contract (No. 10 on the

     previous page) is less than $5,000.



     The ONE YEAR OR GREATER OR $5,000 OR GREATER BOX should be

     checked if the contract CANNOT be terminated or cancelled

     within less than 12 months or if the total amount of the

     contract (No. 10 above) is $5,000 or greater.



14.  Complete as indicated.



     The signature of an individual from the requesting department

     certifies that the contract has been read and reviewed for

     compliance with University and department policy and the

     provisions of the contract are acceptable (see example of

     terms requiring review listed in Section 10).



15.  TO BE COMPLETED AS INDICATED ONLY IF SECTION 10 (NO. 14 ABOVE)

     WAS NOT SIGNED BY THE DEPARTMENT HEAD.



16.  The person authorized by The Board of Visitors to sign the

     contract for the University will assign a control number i.e.,

     purchase order number, contract control number, State lease

     number, after any required modifications to the contract have

     been accomplished.



     A control number must appear on all vouchers forwarded for

     payment.







                                                                   

ISSUED BY:                                                04/02/90 

Assistant VP for Finance and 

University Comptroller        7.70.4