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Office of General Counsel

FAQs

I submitted my contract in WyoCloud, how do I know where it is in the process?

Please refer to the Quick Reference Guide for Searching for Submitted Contracts.

Whether the contract is pending approval or in another status, here is the next step: Open the contract you have a question about, go to the History tab, and scroll down to Approval History. Similar to the other modules, the bottom name highlighted in blue is the current holder of the contract. If your name is listed, that means it is in your worklist, and you need to take action.  Under Approval History, you can also click on Options, then Show All to show every approval step the contract has gone through.

Is an internally-generated contract required for the purchase of goods?

A contract is not required for the purchase of goods, unless a competitive solicitation process has been used.  For example, a Request for Information (RFI), a Request for Qualifications (RFQ), a Request for Proposals (RFP), or a Request for Bids (RFB) are all considered competitive solicitations.  The Office of General Counsel will help the unit draft a contract if a competitive solicitation has been utilized.   

What if the supplier requires a contract or University signature when I purchase a good?

Oftentimes, purchases of goods involve terms and conditions (T&Cs), online references to T&Cs, agreements, binding conditions, etc.  These types of contracts do not need to be sent to the Office of General Counsel for review.  However, Procurement Services may request a legal review in certain situations.  

What if I am purchasing a good totaling more than $25,000?

The University's Bid Threshold Policy requires a unit, through the Procurement Services Office, to obtain bids for goods totaling $25,000 or more.  Contact Procurement Services at 307-766-5233 for further information.

What if I am purchasing software?

Software is considered a good (unless the supplier is also providing installation or training, then it is considered a service).  However, the supplier usually requires that the University sign a software license agreement.  A software license agreement must be reviewed by the Office of General Counsel.  Follow the external supplier process. Note: Any software purchase and any purchase related to technology must comply with the Accessibility Policy for Technology Purchases.

Is an internally-generated contract required for the purchase of services?

Yes, if the arrangement involves a professional service, totals more than $10,000, and the supplier has not provided their own contract.

What if I need to contract for an alteration, construction, or design for alterations or improvements to University buildings or grounds?

Service agreements cannot be used for any alteration, construction, or design for alterations or improvements to University buildings or grounds, or for attaching any item or material to University buildings or grounds (for example, blinds, carpeting, paint, and electrical).  Contact UW Operations at 307-766-6883 for more information.

What if I am purchasing a service totaling less than $2,500, but I want something in writing?  

One option is to use the Statement of Work form and follow the instructions outlined in the “Process if supplier does not require a contract.” Another option is to use the Agreement for Services template and send it through the WyoCloud contract process.

What if I am purchasing a service totaling more than $50,000?

The University's Bid Threshold Policy requires a unit, through the Procurement Services Office, to obtain bids for services totaling $50,000 or more. The cost of services is based on a complete project or contract (i.e., a cumulative value). Projects or contracts may be short in duration or be performed over a longer period of time. A signed contract does not negate this requirement.  Contact Procurement Services at 307-766-5233 for more information.

When can I use a procurement card?  Does the Office of General Counsel need to review?

A procurement card may be used for certain purchases less than $2,500. Oftentimes, these purchases (whether a good or a service) involve terms and conditions (T&Cs), online references to T&Cs, agreements, binding conditions, etc.  These types of contracts do not need to be sent to the Office of General Counsel for review.  However, Procurement Services may request a legal review in certain situations.  

Do template agreements need to be reviewed by the Office of General Counsel?

In general, the answer is yes, and the template agreements must go through the WyoCloud contract process unless the Office of General Counsel has provided a separate process for your unit after 2/15/2018.  [If you have a template agreement that you are currently using, or that you would like to use, but have not been contacted by our office, feel free to contact us to explore an arrangement.]
In addition to the individual arrangements described above, the Office of General Counsel does not need to review the following template agreements, unless the contracting party requests revisions.  You must work with Procurement Services to complete the following agreements. 

  1. Catering Agreements
  2. Agreements for Printing and Publishing Services
  3. Agreements for Lab Services (Private Entities)
  4. Agreements for Lab Services (Public Entities)

What if I have a hotel and/or banquet event order agreement?

If the event will total less than $20,000, the Office of General Counsel does not need to review.  Send the hotel and/or banquet event order agreement totaling less than $20,000 to Procurement Services for review and signature.  If more than $20,000, follow the external supplier process.

What if I have an agreement/MOU that does not involve the exchange of funds?

Currently the WyoCloud contracts module requires the contractor to be entered as a Supplier in WyoCloud before a contract can be created with that contractor. Some of these agreements/MOUs without the exchange of funds are with parties that are not currently Suppliers. Please contact the Office of General Counsel via email with the proposed contract attached to ask about this specific situation.

Can I sign a contract? Can a faculty member sign a contract?  The Department Head?

No. Signature Authority has been delegated pursuant to UW Regulation 7-2: Signature Authority and Presidential Directive 3-2014-1: Signature Authority. Only those individuals who have been delegated authority can sign contracts, and those individuals are only allowed to sign after Office of General Counsel approves contracts for signature. DESIGNATED SIGNERS ARE NOT ALLOWED TO SIGN CONTRACTS WITHOUT OFFICE OF GENERAL COUNSEL APPROVAL. This signing authority only applies to contracts that bind the University. Signatures on other paperwork (HR, etc.) are not controlled by the signature authority regulation and presidential directive.

Additional FAQs regarding WyoCloud can be found with the Quick Reference Guide on the Knowledge Base (under WyoCloud -- Financial Management -- Contracts).


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Contact Us

Office of General Counsel

Tara Evans, General Counsel

Old Main 204

1000 E. University Ave.

Dept. 3434

Laramie, WY 82071

Phone: 307-766-4997

Fax: 307-766-2993

1000 E. University Ave. Laramie, WY 82071
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