1 UT System Administration’s Contracting Process March 9, 2005 Jenny Murphy, Accounting & Purchasing Services

2 Total Cost of the Contract Original Contract Cost Original Contract Cost + Renewal Period Cost + Amendments/Addendum Cost Total Cost of the Contract Total Cost of the Contract

3 “Total Cost” Determines Who can sign Who can sign your contract. Who can sign The rules & regulations UT must follow. rules & regulations rules & regulations

4 Delegation of Signatures Delegation of Signatures for Contracts is limited and some delegations are subject to dollar amounts. –Current delegations for System Administration and training are available on OGC’s website. Current delegationstrainingCurrent delegationstraining –Ask questions if you are not clear if the scope or cost of your contract falls within an assigned delegation.

5 Amendments, Addendums & Renewals Can make a contract go over the dollar limits that require that we comply with additional rules & regulations; for example: rules & regulations rules & regulations Board approval, HUB requirements, Consulting Contracts requirements, and Legislative Budget Board Reporting. Amendments, Addendums & Renewals go through the same contract process as original contracts.

6 Contract Storage & Retention Accounting & Purchasing Services is responsible for storing the original contracts that are signed by the EVC for Business Affairs. –All 2005 contracts are in FileNet –Record Retention for Contracts is “End of Contract + 5 years” per the state records retention schedule. –Contracts that are signed by delegated signers other than the EVC for Business Affairs can be included in APS’ FileNet storage process.

7 Thank you for taking the time to learn more about the contracting process at System Administration! Please contact me if you have questions Jenny Murphy, APS x4366