1. What is a contract?
At a basic level, a contract is an agreement between two or more parties that creates a binding obligation, financial or otherwise. Examples for UNTHSC include affiliation, intellectual property, nondisclosure, hotel, and professional service agreements; as well as grants, leases, memoranda of understanding, and purchase orders for goods or services. Regents Rule 03.900 requires all contracts for the UNT System or an Institution to be in writing and to be approved and signed by an individual with appropriate delegated signature authority. If an unauthorized individual signs the contract, the contract may not be legally binding on UNTHSC and the person signing the agreement may be held personally responsible for it. If you are not sure if a document you have is a contract, please contact OCA. We also encourage you to review Section 1. What is a Contract? in the OGC’s Contracting Handbook. Link: http://untsystem.edu/generalcounsel/contracts/contract-home.htm
1. Where can I find a routing slip? *UPDATED
Routing slips are posted on the Office of Contract Administration website under the “Forms” weblink. *If you have trouble accessing the Routing Slips using the weblink on the “Forms” webpage, please go to our Intranet page under the “Forms and Reports” page. The Routing Slips have been revised to include additional information regarding requirements for Board of Regents (BOR) approvals. Regents Rule 03.903 requires each contract, unless one of the exceptions listed, with a total cost or monetary value of $1,000,000 or more to be submitted for BOR approval. Subsequent amendments, extensions, renewals or cumulative amendments that increase the total cost or monetary value to $1,000,000 or more must also be submitted for approval. Please use the new Routing Slips to route your contracts effective immediately.
2. When a department is completing a routing slip, who signs it?
The Department Head/Chair and the Contract Liaison sign the routing slip.
3. When you have a Purchasing Contract or a contract with an expenditure to be paid on a Purchase Order what do you do?
Create a requisition in EIS and electronically attach the contract and the completed routing slip to the requisition.
1. How long will my contract review take?
Agreements are processed on a first-in first-out basis and can take up to two weeks to execute depending on the complexity and volume of contracts already in process. Requests for Rush/Priority processing will be accommodated on a case-by-case basis, depending on workload.
2. How do I check the status of a contract I have submitted to the Office of Contract Administration?
Go to the Office of Contract Administration INTRANET website, select the “ ContractSoftware Training “ weblink on the right. Scroll down the page and select the purple Sophia log in icon to log into Sophia. Sophia is Wellspring’s Knowledge Supply Chain™ enterprise software we are using for contract administration. Once you select the link, the information contained therein is restricted. You must have an EUID and password and must be connected to the University of North Texas Health Science Center (UNTHSC) Intranet via dialup, VPN or on campus to access the software. Please be mindful that access to the information in Sophia is managed by User roles. If you do not have access to the information or receive an error message, you may not have a User role that permits access. Contact the Office of Contract Administration via the SophiaHelpdesk email for assistance. Questions specifically related to SOPHIA? Email: email@example.com.
3. Board of Regent Approval requirement on contracts *NEW
Because of statutes on governing board ethics and standards of conduct, all contracts with Tarrant County have to be approved by the UNT System Board of Regents while the current regents are serving on the board. OCA will notify you of the BOR approval requirement if the BOR approval is not included with the contract documentation. Please work with your appropriate supervisor or Vice President regarding the process for BOR approval.
1. Who keeps a copy of the executed contract?
The initiating department keeps a copy of the executed contract and the Office of Contract Administration maintains the original.
2. Who can sign a contract?
Only a person who has been delegated signature authority in writing by the UNT System Board of Regents, the UNT System Chancellor, or the UNTHSC President or his/her designee is authorized to sign a contract.
To review the current UNTHSC contract signature delegations, select the “Signature Delegations” link on the Office of Contract Administration website. This section is restricted and you must have an EUID and password and be connected to the UNTHSC Intranet via dialup, VPN or on campus to access it.
Requesting Copies of Contracts
1. How do I get a copy of an existing contract? *NEW
Electronic copies of contracts are attached to some of the records in Sophia. Copies of contracts from some legacy Agreement records and files that are confidential/sensitive in nature are not uploaded to Sophia. Please send your request for copies of contracts to theOffice of Contract Administration via the department email address:firstname.lastname@example.org . Requests for copies of contracts are processed after contracts and projects related to institutional priorities. To expedite a response to the request, be sure to include the HSC contract number, a summary description, dates or other identifying information to help us locate the contract.