IRIS CONTRACT REVIEW SYSTEM

Introduction This system replaces the AS400 system. With IRIS transaction: ZCT_Maint_CONTRACT entry for all contracts will originate at the departmental level. The menu path for the Contracts Transaction is: Accounting Contract Management Contracts ZCT_MAINT_CONTRACT- MAINTAIN CONTRACT.

Introduction cont. There is only one transaction for both original contracts and contract amendments. ZCT_Maint_CONTRACT – Maintain Contract The transaction is the same as the paper contract review form.

Related Transactions You will need access to the following transactions: ZNJ_MAINT_CT_NCJ Non-Competitive Justification (NCJ) NCJs are required for most contracts that are $5,000 or more, when the good or service is acquired by non-competitive methods. Please see a copy of the types of contracts that dont require NCJs in your handout.

Related Transactions cont. If your contract has an NCJ, you will not be able to submit the contract to workflow for review and approval until: You have an NCJ number. The NCJ has been fully approved in workflow. However, you may enter the data about the contract into IRIS and save as draft status before the NCJ is fully approved.

Related Transactions cont. Vendor numbers are required for all payable contracts, regardless of payable amount. Its crucial that you pick the correct vendor number. Remember….this is the number that will be used when payments are made. If valid vendor number does not exist in IRIS, you will need to set one up. Display Vendor: XK03 Vendor Request: ZXK1

When NCJ Is Not Required Athletics Coach agreement Athletics event scheduling - non bowl/tournament Athletics bowl or tournament game Construction – SBC Approved Faculty/Employee Leave Agreement Joint faculty / Dual services / IPA – Federal & State

When NCJ Is Not Required Legal, audit; fiscal; accounting agreement Membership Agreement Real property sale or purchase Retirement Agreement Student Internships Subscription agreement Ticket sales agreement UT Press

Converted Contracts All active contracts that resided in AS400 system were converted to the new IRIS contract system. At the time of conversion, an IRIS contract number was assigned to all converted contracts.

Converted Contracts cont. During the conversion process on contract amendments, some original contracts or prior amendments were not converted into IRIS…in these situations, the cumulative total may be incorrect. If this situation occurs, please contact the Contracts Office.

Important Information Actual review of the contract will proceed as usual. It will not change in anyway. You must still forward a paper copy of the actual contract and a paper copy of the review form (with appropriate signatures/approvals) to the Contracts Office for processing.

Important Information cont. Upon review of the contract, the Contracts Office will log acknowledge receipt of your contract in the Routing Information area in IRIS transaction ZCT_Maint_Contract.

Workflow Process Campus Contract Office – The Review Form will flow from the Department to the Business Contracts Office System Contract Office Upon execution, the Review Form will flow to the System Contract Office in Knoxville for official filing of the document.

Adobe PDF The transaction will generate an Adobe PDF form that you will need to print and attach to the contract. A copy of the printed form is included in your training materials.

Questions ??? Thank you !

Need Help? Business Contracts Office: – Sherelle Funderburg – Brenda Johnson – Sandra Pulliam