Process if Supplier Does Not Require a Contract

If the service provider does not require the use of its own external contract, submitting a contract through the WyoCloud Contracts Module is not required unless the arrangement is valued at $10,000 or above. However, the Agreement for Services template can be used for any amount, and for certain services valued at less than $10,000, the Agreement for Services template may be the best option. If that is the case, the template must be completed and submitted for review through the WyoCloud Contracts Module. The following processes apply if there is no external contract:

Service arrangements valued at less than $5,000

Services may be paid for using a procurement card (p-card) or requisition with supporting documentation attached. Please review the policies for Procurement and Payment Services on the Financial Affairs website under "Policies and Reference Material" or contact Procurement Services for more information.

Procurement & Payment Services

Phone: 307-766-5233

Email: procurement-card@uwyo.edu 

Service arrangements valued between $5,000 and $9,999

• Step 1: Complete the Statement of Work form and obtain the service provider's signature.

• Step 2: Complete the Employee/Independent Contractor (E/IC) Determination Worksheet. The E/IC Determination Worksheet is an internal document that should not be sent to or filled out by the service provider.

• Step 3: Initiate a Requisition and attach the following documents: (1) the completed and signed Statement of Work; and (2) the completed and signed E/IC Determination Worksheet. Review by the Office of General Counsel is not required.

• Note: If you are using the template Agreement for Services for a service arrangement valued at below $10,000, you must send it through the Office of General Counsel contract process in WyoCloud.

Service arrangements valued at $10,000 and above

• Step 1: Complete the template Agreement for Services.  You must fill in and complete the following sections: (1) the contracting party in the heading; (2) sections 1, 3, 5, 6, and 8(K); and (3) Exhibit A (the more detail, the better).  

• Step 2: Complete the Employee/Independent Contractor (E/IC) Determination Worksheet if the agreement involves a professional service or agreement involves payment to a foreign individual or business. The E/IC Determination Worksheet is an internal document that should not be sent to or filled out by the service provider.

• Step 3: Follow the Create a Service Contract Quick Reference Guide to submit the agreement in WyoCloud. Ensure that you upload the completed Agreement for Services, E/IC Worksheet, and other supporting documentation in the appropriate locations as stated in the Quick Reference Guide.

• Step 4: Once the service contract has been submitted for approval via WyoCloud, the following process occurs: 1) the contract is sent to a Dean or a Vice President (or designee) for approval or rejection; if approved, 2) the contract is routed to relevant departments for “checklist” approvals or rejections (Risk Management, IT, Research, Tax, etc.); if approved 3) the contract is reviewed and approved or rejected by the Office of General Counsel; 4) If the contract is approved, the Office of General Counsel sends the Agreement for Services for signature via DocuSign.

• Step 5: Once the Agreement for Services has been signed by the correct UW signer (as determined by UW Regulation 7-2 (Signature Authority) and the Office of General Counsel, the person who submitted the contract ("contract owner") will receive an email from DocuSign.

• Step 6: The contract owner must then determine if the contract needs to be initialed and/or signed by the supplier. If so, the contract owner must send the contract to the supplier outside of WyoCloud. Once the contract has been signed by the supplier (and initialed if necessary), it must be uploaded back onto the Documents tab and you can move onto the Requisition process.