Process if Supplier Requires a Contract

More often than not, the service provider requires the use of its own external contract.

These contracts come in many different forms, including:

• An invoice or quote with binding conditions (usually in very small print or provided as a link)

• A separate page that includes terms and conditions (even if no signature required)

• A letter of agreement

• A purchase order

• A formal agreement for service

The following process applies if the service provider requires the use of its own external contract, regardless of the amount:

• Step 1: Ensure that the service provider is entered as a supplier in WyoCloud. If the supplier has received payments from the University in the last 10 years, they are likely already in the system. Determining whether a supplier is entered in WyoCloud can be done by searching for them using the Manage Suppliers tool in the Procurement module, or calling the Procurement Office. If the service provider is not entered as a supplier in the system, you must have them complete the Supplier Application forms available from Procurement. If you will not be making a payment to the supplier (there is no money exchanged or they are paying UW) and they are not currently in WyoCloud as a supplier, please contact the Office of General Counsel by email.

• Step 2: Complete the Employee/Independent Contractor (E/IC) Determination Worksheet if the agreement involves a professional service or the 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. This must be uploaded onto the Documents tab in WyoCloud if the agreement meets the requirements above.

• Step 3: Complete the WyoCloud contracts process explained in the Create a Service Contract Quick Reference Guide. Approvals that were previously completed on the Office of General Counsel Checklist are built into the WyoCloud contracts module.

• Step 4: Once the contract has been submitted for approval via WyoCloud, the follow steps occur automatically:

  • 1) the contract is sent to a dean or a vice president (or designee) for approval or rejection;

  • 2) the contract is routed to relevant departments for "checklist" approvals or rejections (IT, Research, Tax, etc.);

  • 3) the contract is reviewed and approved or rejected by the Office of General Counsel;

  • 4) if the contract is approved by all approvers, the Office of General Counsel sends it for signature via DocuSign.

If the contract is rejected at any point in the approval workflow, the contract must be resubmitted.

• Step 5: Once the contract 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.

• NOTE: If the supplier requires a contract in any form, then the contract needs to be submitted through the above process. This is required regardless of the amount at which the contract is valued.