Vice President and General Counsel
Old Main, Room 204
1000 E. University Ave.
Laramie, WY 82071
Phone: (307) 766-4997
Fax: (307) 766-2993
A contract is an agreement (oral or written) between two or more parties where there is a mutual exchange of promises or other consideration upon defined terms and/or conditions. Although contracts for the University of Wyoming are primarily written documents, there can be enforceable oral contracts. Written contracts may take many forms including agreements for services, letters of agreement, purchase orders and invoices. The President of the University and the Vice President for Administration are the only two individuals authorized to sign contracts for the University. These officers may delegate their authority as appropriate. The Research Office has delegated authority to sign contracts paid with research/grant funds. No contracts may be signed by other University personnel without a specific delegation of authority.
Effective July 1, 2014, the University will raise the threshold for contracts for services and for use of a Purchase Order (PO) in conjunction with these contracts. All arrangements for services valued at $2,500 or above will require a PO (an increase from $1,500). For service arrangements valued from $2,500 to $9,999, a contract will not be required. For service arrangements valued at $10,000 and above, a contract will be required.
Services are expenses charged to expenditure account codes 9xxxxx. Please see the most recent version of the chart of accounts on the Accounting channel in WyoWeb for the specific codes that require contract documentation.
For service arrangements valued at less than $2,500:
1. If the service provider requires the use of its own external contract, forward it to the Legal Office for review and approval before the work is performed.
2. Services may be paid for by procurement card or payment request when the invoice is received. If no invoice is provided, the vendor should sign the payment request as the claimant.
For service arrangements valued at $2,500 to $9,999:
1. Complete the Statement of Work form and obtain the service provider's signature.
2. Complete the Employee/Independent Contractor (E/IC) Determination Worksheet. This worksheet should be completed and signed by UW departmental personnel who are familiar with the terms of the engagement.
3. Initiate a PO and attach the Statement of Work and the E/IC Determination Worksheet as documentation.
4. Travel expenses that are reimbursed as part of the service arrangement should be paid using the same account coding as the service work.
For service arrangements valued at $10,000 and above:
1. BEFORE THE WORK IS PERFORMED, send the completed agreement to Sarah Hintz in the Tax Office, either in hard copy form or electronically. Please attach the E/IC Worksheet and the Office of General Counsel Contract Checklist. If the E/IC Worksheet is approved, Sarah will forward the agreement to the Legal Office for contract review.
2. Include the department contact name, how best to reach you, and how you would like the signed contract to be returned.
3. Legal will review and send to the proper signature authority. Once signed, Legal will notify the department contact.
4. Contracts valued at $2,500 or more will require submission of a PO. The fully-executed contact (i.e., signed by both parties) must be attached to the PO. Contracts valued at $2,499.99 and below will be paid on a payment request with an invoice from the vendor attached. If no invoice is provided, the vendor should sign the payment request as the claimant. A contract is not considered a valid substitute for an invoice.
5. Payments for contracts valued $2,499.99 and under may be paid on a procurement card.
6. Travel expenses that are reimbursed as part of the service arrangement should be paid using the same account coding as the service work.
7. UW's bid threshold policy requires a competitive solicitation process, administered by the Office of Procurement Services, for services totaling $50,000 or more (this is a cumulative total). A signed contract does not supersede the bid threshold policy.
Office of General Counsel Contract Checklist - must accompany every contract - NEW 7/1/14
Statement of Work - should be utilized for service arrangements valued at $2,500 to $9,999 - NEW 7/1/14
Amendment to Statement of Work - should be utilized for service arrangements valued at $2,500 to $9,999 - NEW 7/1/14
Agreement for Services - should be utilized for service arrangements valued at $10,000 and above - UPDATED 1/28/14
Amendment to Agreement for Services - should be utilized for service arrangements valued at $10,000 and above - UPDATED 2/17/14
Employee/Independent Contractor Determination Worksheet - UPDATED 7/1/14
"Ownership of Work Product" Addendum - should be utilized for design/photo contracts - UPDATED 1/1/13
Standard Addenda - should be added to all non-form contracts - UPDATED 7/1/14
Catering Agreement - UPDATED 1/28/14
Agreement for Printing and Publishing Services - UPDATED 1/28/14
Agreement for Lab Services (Private Entities) - UPDATED 7/1/14
Agreement for Lab Services (Public Entities) - UPDATED 7/1/14
If you have any problems filling out these electronic forms, please contact Missy Samp at email@example.com.