Contracts A Brief Guide

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• ContractsA Brief Guide

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Purpose

• A written contract or agreement is to embody the
  complete agreement in writing. No relevant terms
  should be left to an unwritten understanding or
  verbal agreement.

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Keys to Success

• Use of TBR Contract Forms (http//www.apsu.edu/fin
  _admin/)
• Reference TBR Guideline G-030,
• TBR Policy 1030210
• APSU Policy 1010

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When to Submit

• In-House Contracts 2 weeks prior to date of
  services
• Contracts needing TBR approval 4 weeks prior to
  date of services
• Contracts needing TBR approval State Department
  of Finance Administration 6 weeks prior to
  date of services

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Contract Essentials

• CONTRACT APPROVAL FORM
• 1. Signed by initiating person, Dean, Senior
  Administrator VP Finance Administration
• 2. Account number amount (if needed)
• 3. Purchase requisition with signatures (if
  needed)
• 4. Is Contract over 2,000? If yes the
  Contract
• is Sole Source, you must submit with the
  above the JUSTIFICATION FOR NON-COMPETITIVE
  PURCHASESAND CONTRACTS ABOVE 2,000 form.
• If yes the Contract was bid out, please
  supply the documentation used to obtain bids.
• INVOICE - An invoice is required for payment
• SUBSTITUTE W-9 - Required of all new vendors

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Types of Contracts

• Personal Services Agreements
• Dual Services Agreements
• Nonrecurring Personal Services
• Honorariums
• Clinical Affiliation Agreements
• Use of Facilities On campus - Must Go
• Through University Facilities Andy Kean
• 7. Rental by APSU of Off-Campus Facilities
• Lease Agreements
• If you would like these in Word format please
  e-mail me at waltonp_at_apsu.edu

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Approving Authority

• THE PRESIDENT OR HIS/HER DESIGNEE IS THE FINAL
  APPROVING AUTHORITY FOR APSU.

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Who is not a Contractor

• APSU Employees
• Students
• Spouse of Faculty or Staff member
• Employees of TN State Agencies or Universities
• Former employees of APSU or State agencies
  employed within past 6 months
• Companies or Corporations in which a controlling
  interest is held by a State Employee or the
  Employees Spouse

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For additional information please contact the
APSU Finance and Administration Office
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