Texas A&M University-Texarkana
Procedures for Contract Administration
The contracts have been approved through the Texas A&M University System Office of General Counsel. Amendments are not acceptable without OGC approval.
PLEASE NOTE:
The language in the contracts has changed. Those using the contracts should become familiar with the requirements of each contract.
Steps for completion of A&M-Texarkana contract:
Contract forms are completed by entering text into the shaded fields. The document may be saved for your records by choosing “Save as” under the File menu once the document has been completed.
1. The Department completes contract by entering the required information into the shaded text fields.
2. The Department completes “Charge to University Account” and “Total Contract Amount” fields.
3. The Department obtains signature of Lecturer, Speaker or Performer.
4. The Department completes the RFE at the time the contract is completed.
5. Make sure that the RFE account, sequence number and amount match the information entered at the top of the contract.
W-9 forms, link found on website with contracts, must be completed if payee has never received any form of payment from A&M-Texarkana.
6. The Department routes the contract and RFE to the Office of the Vice President for Finance and Administration (VPFA).
7. The “Contract number” is assigned by Office of the VPFA.
8. The VPFA signs the contract to “Recommend Approval” and routes contract to President.
9. The President signs the contract to signify approval. (The President’s signature must be obtained within the specified length of time prior to the contract commencement date as specified by each contract.)
10. The completed contract is returned to and filed in the Office of the VPFA.
11. A copy of the completed contract will be returned to the Department and Accounts Payable (AP) office.
Steps for payment of services:
1. The RFE will be placed in pending in AP office until red services completion form is received.
2. The RFE will be processed for payment upon receipt of red services completion form.
**Please note the compensation clauses on all contract forms. Your payee needs to be aware of the stipulations regarding payment for services.**
New contract forms can be accessed via the following Internet path:
www.tamut.edu...................Administration........................Institutional Forms
Guest Lecturer Agreement 2005-002
Guest Speaker Agreement 2005-003
Performer Agreement 2005-004
For additional contract review guidelines and the TAMUS Contract Review Checklist, follow this link to the OGC website:
http://sago.tamu.edu/legal/contract%20checklist.htm
If you have questions, please contact the VPFA’s office, extension 3111.