Contract Services
Have questions? Please reach out to Kristen Johnson here.
When does the University require a department to process a contract through Agiloft?
The University requires departments to enter contracts into Agiloft in the following circumstances:
- Regardless of dollar value (even if the transaction is a zero-dollar transaction, including non-binding letters of intent):
- The other party requires the University to sign the document.
- The other party requires advanced payment.
- The transaction is $10,000 or more and the other party will not accept a purchase order.
- The other party is an international vendor.
Contract Services Training Videos
To access these resources below, please log into your Microsoft office.com account with your UTCID@utc.edu. Additional resources may be found at Procurement Services Training.
Contract Services Information (Agiloft)
(To access these resources below, please log into your Microsoft office.com account with your UTCID@utc.edu.)
Department's Responsibilities
Before contracting with an outside party, departments should first ensure that the goods or services cannot be provided by internal sources (existing purchasing agreements or services provided by another university unit).
- Business Terms
Departments must review a contract's business terms (dates, deliverables, cost, etc.) and operational requirements.
- Documents
The contract document must be in an editable format (Word). Attach all supporting documents including referenced schedules, addenda, and exhibits.
- Negotiation
Do not attempt to negotiate legal terms with the vendor. Do not attempt to edit legal terms and conditions of the contract. The contract office will handle that.
- Contracting with an Individual
When contracting with an individual, determine if they qualify as an independent contractor or if they qualify as an employee. See the guidelines related to FI0540
- UT or State Employee
Department must ensure the individual is not currently a UT or State of Tennessee employee and has not been an employee in the last 6 months.
- Additional Approvals
If your contract is revenue-generating or is software-related, please make sure you have sought all appropriate approvals in advance of submitting your contract.
Contracts Signature Authority
The University of Tennessee’s bylaws (Article VII section 7.6) and Contracts Fiscal Policy (FI0420) specify which University employees are allowed to sign contracts on behalf of the University. Only those individuals on the list linked below have authority to sign on behalf of the University. If someone’s name is not on this list, they are not authorized to sign on behalf of the University. This applies for all contracts, regardless of dollar value. The University is not bound by unauthorized signatures. University employees who sign contracts without authority might face civil liability and be held personally liable for the contract
Per FI0420:An official otherwise authorized to sign a contract on behalf of the University may not do so for contracts involving entities in which that individual is also an officer or a member of the board of directors.