Contract Services

Training 

Dash Step by Step Instructions for Procurement & Contracts

• Contract Management Training 
  • Overview of Contract Management System and User Homepage
  • Setting a backup person (for UT employees who serve as contract approver)
• Setting up a payable vendor:
  • When UT will pay the vendor: please use the PaymentWokrs process to add the vendor to UT's vendor database.
• Setting up a Zero-dollar and Receivable company:
  • When the Vendor will pay UT (Known as a "receivable" contract) at UTHSC: please get in touch with your campus contract office.
  • When the transaction does not involve money, or is receivable (income to UT) not at UTHSC: click this link and enter data in the form(this form is used by UT employees only)

FAQ's

When is a contract required?

Contracts are required when the vendor requires one or for purchases over $10,000.

What are the different types of contracts?

• University Standard Payable Contract
• University Standard Accounts Payable Amendment 
• University Standard Receivable Contract

What are the thresholds for spending to determine other requirements?

• If there is a one-time service or product under $10,000, a Contract or a PO is not needed, unless required by the vendor. If the vendor is not requiring a Contract or PO, your department can instead simply pay via invoice through Accounting Services. 
• Over $10,000, Contract and Procurement policies apply. SEE PURCHASING GUIDELINES AND CONTRACT FISCAL POLICY.
• Alternatively, if it is not a sole source purchase but is over $10,000, it is subject to Procurement requirements of informal bidding (low bid of 3 quotes) if between $10,000-$49,999.99, or subject to requirements of formal bidding (RFP/RFQs) if over $50,000.00.

Is a Non-Competitive Justification (NCJ) required?

If the service or product being contracted involves a sole source purchase over $10,000, a Non-Competitive Justification (NCJ) (No-Bid Explanation) must be provided in ESM at the point of contract entry. The NCJ must meet the criteria for a sole source purchase as follows: (1) Only one product or service can meet the specific need AND the required product or service is available from only one source; OR (2) Compatibility or consistency with past acquisitions of products or services is essential (e.g., avoiding additional costs by changing the supplier of the product or service).