How to Submit a Contract

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BEFORE YOU SUBMIT A CONTRACT

Please review the Guidance on Requirements to Purchase Commodities, Contractual Services, or Licenses to ensure the

quote/proposal/contract you are seeking to utilize for the purchase of commodities, contractual services, or licenses

meets the requirements therein, in addition to, any other applicable USF Regulations & Policies. The failure to provide

any required documentation may substantially delay the approval of your acquisition.

If you have a quote/proposal/contract that meets the requirements above for which the vendor requires signature and/or

you believe the use of a USF contract template is necessary or preferable, then you should submit the

quote/proposal/contract through the Contract Management System (CMS) for approval as described below.

If you have a quote/proposal for which the vendor does not require signature and you believe the use of a USF contract

template is not necessary or preferable, then you do not need to submit the quote/proposal for approval through CMS.

Rather, you may proceed directly to initiating a requisition through the USF’s Financial Accounting SyStem (FAST) in

accordance with Purchasing Procedures.

HOW TO SUBMIT A CONTRACT

To submit a quote/proposal/contract through CMS for approval, you may CLICK HERE to be routed directly to the

“Contract transmittal” form.

Alternatively, you may CLICK HERE to navigate to MyUSF.

You will need to login with your USF NetID and password.

Under “BUSINESS SYSTEMS” click “Contract Management” at the bottom to route to the “Contract transmittal” form.

How to Submit a Contract

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Below is an explanation of each field on the “Contract transmittal” form. Mandatory fields are marked with a red asterisk

on the form.

1. Submitted by (pre-populating field) – This field will automatically pre-populate based on the USF NetID of the

individual logged into ServiceNow completing the form.

2. Is this contract for software/hardware, IT contractual services? (drop-down list):

a. If “Yes” Then answer Is a Technology Exception (UTSB) required? (drop-down list):

i. If “UTSB not required” Then you may proceed to the next question.

ii. If “I need to request UTSB approval” Then you’ll be routed to complete the UTSB request form.

iii. If “I already have a UTSB approval” Then answer Enter the approved RITM# (e.g., RITM1234567)

(formatted text field).

iv. Contracts for the acquisition of non-standard technology will not be reviewed by Procurement Services

without UTSB approval. Incorrectly answering this question may substantially delay contract approval.

Please refer to the following resources when making technology purchases:

1. Tech Purchase - How to Buy

2. IT Resources Purchasing Standards and Thresholds

3. If you have submitted the UTSB request form, but not yet received approval, then you may provide

the RITM # and submit contract in CMS, but it will not be reviewed until UTSB approval is obtained.

b. If “No” Then you may proceed to the next question.

3. Does the contract have a FAST Vendor? (drop-down list):

a. If “Yes” Then answer Vendor: Please search and select the contract vendor. (searchable text field).

b. If “No” Then answer:

i. Enter the vendor name as stated on the Contract. (free-form text field).

ii. Why is the Vendor not in FAST? If needed, please go to http://www.usf.edu/business-

finance/controller/payment-services/vendors.aspx for vendor request process. (drop-down list).

4. Contract short description (free-form text field) – Provide brief, accurate description of contract to facilitate quick

lookup of the contract in the future.

5. Total Contract Value (formatted text field):

a. Field is formatted for numeric characters.

b. The total value of a contract is the value of the initial term plus the value of all renewal terms

(USF4.02010(IV)(B)(6)).

6. Contract start date (drop-down calendar field):

a. Provide start date from contract, if available.

How to Submit a Contract

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b. Please note USF4.02010(IV)(B)(8)(a) requires all contracts must specify a term and/or provide dates of service.

If these dates are not know at time of contract submission, then they will need to be determined prior to contract

approval.

7. Contract end date (drop-down calendar field):

a. Provide end date from contract, if available.

b. Please note USF4.02010(IV)(B)(8)(a) requires all contracts must specify a term and/or provide dates of service.

If these dates are not know at time of contract submission, then they will need to be determined prior to contract

approval.

8. Select the area(s) covered by this contract (check all that apply).

9. Method of funding (drop-down list) – Please reference the USF Expenditure Guide to confirm the type of

expenditure(s) described in the contract are allowable based on the funding source:

a. “E&G funds” – budget entity funded by the State of Florida to provide educational opportunities through

instructional programs leading to formal degrees, as well as, research and public service programs directed

towards solving public problems.

b. “Auxiliary” – budget entity funded by the fees and charges for goods and services from Auxiliary Enterprises to

self-support the activities of said enterprises in their efforts to further the USF mission and provide essential

goods or services primarily to students, faculty, or staff.

c. “Collected Fees…” – pursuant to USF4.02010(IV)(A)(3)(m), expenditures to support USF programs or events

offered to the general public are exempt from competitive solicitation requirements if paid with fees collected

for said program or events to pay all associated expenses thereof.

*When using this funding provide program or event brochure/public registration website. Attach file by clicking

on the paperclip icon in upper right-hand corner as shown below.

d. “Grant…” – budget entity funded with awards from federal, state, local, and private sources to support activities

in research, public service, and training as described by funded source.

*When using this funding provide grant guidelines/budget confirming this is an allowable expense. Attach file

by clicking on the paperclip icon in the upper right-hand corner as shown below.

e. If “Other” Then answer Specify other method of funding (free-form text field) (e.g., Concession, Research

Initiative, and Convenience/DSO funds, as well as, revenue and no-cost contracts, etc.).

10. Method of procurement (drop-down list):

a. If “Single source…” Then attach justification explaining why goods and/or services are only available from a

single source for purchases greater than or equal to $5,000. Justifications for expenditures over $75,000 must be

completed on a Single Source Certification and posted for 72 business hours.

*Attach file by clicking on the paperclip icon in upper right-hand corner as described below.

b. If “Competitive quotes…” Then attach quotes in accordance with USF4.02010(IV)(A)(1)(g)-(h).

*Attach file by clicking on the paperclip icon in upper right-hand corner as described below.

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c. If “Cooperative Agreement” Then provide a contract title and reference number under Describe this

contract or attach documentation. USF can make purchases from contracts enter into after public and open

competitive solicitation by the State of Florida, other governmental entities, purchasing consortia, and other

universities.

*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.

d. If “ITN/ITB process” Then provide ITN/ITB reference number in Provide bid# (free-form text field).

e. If “Other” Then reference the justification for not competitively soliciting in Specify other method of

procurement (free-form text field):

i. Types of commodities and contractual services not subject to competitive solicitation requirement are

listed under USF4.02010(IV)(A)(3)(a)-(u).

ii. Annual Certification List provides the commodities and contractual services not subject to competitive

solicitation requirement pursuant to USF4.02010(IV)(A)(3)(q), as well as, the conditions of use.

iii. The requirements for an emergency purchases are provided under USF4.02010(A)(2)(a).

iv. Other justifications would include no-cost, revenue, etc.

v. When relying on a USF Regulation or Policy for exemption, please provide the specific applicable USF

Regulation or Policy number. When said regulation or policy requires additional documentation, please

include with your contract submission.

*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.

11. Is this a master agreement? (drop-down list).

12. If this is part of a master agreement, please select the agreement (searchable text field):

a. To search for an existing master agreement, if available, begin typing CNTR # for master agreement or use the

magnifying glass on the right-hand side of the searchable text field for a pop-up window to search by Number,

Short Description, or Vendor Name.

b. If a previously approved master agreement or additional terms and conditions are referenced in a quote or

statement of work, but you cannot find them in CMS, then please provide a copy with your contract submission.

*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.

c. If an as of yet unapproved master agreement and/or additional terms and conditions are referenced in a quote

or statement of work, then please provide a copy of said master agreement and/or additional terms and

conditions with you contract submission to be approved along with the quote or statement of work.

*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.

13. Is this a hotel agreement? (drop-down list):

a. If “Yes” Then identify what charges USF and individuals will be responsible for under the contract by

answering USF will be responsible for (check all that apply) and Individuals will be responsible for (check

all that apply).

b. If “No” Then you may proceed to the next question.

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14. Department (searchable text field) – Type the name of Department or use the magnifying glass on the right-hand

side of the searchable text field for a pop-up window to search by Description or FAST Dept ID.

15. USF department approving officer (searchable text field) – Type the name of Department approving officer name

or use the magnifying glass on the right-hand side of the searchable text field for a pop-up window to search by First

Name, Last Name, Email, User ID, etc.:

a. The Department Approving Officer selected must be the Accountable Officer or Accountable Officer

Designee for the budget to be used on the expenditure. The Accountable Officer is the individual at

USF with primary responsibility and fiscal accountability for a chart field combination. For grants, this

is the principle investigator. Accountable Officer Designee is an individual authorized by the

Accountable Officer to sign in his/her absence and who can approve all the same transactions.

b. The Department Approving Officer identified cannot be the person submitting the “Contract

Transmittal” form.

c. Many USF personnel share the same name and ServiceNow includes some duplicate and incomplete

User Profiles. For this reason, to ensure you select the correct Department Approving Officer the most

effective method is to search by their USF email address.

d. Many features of ServiceNow and CMS rely on communication by email. Therefore, if the User Profile

for the USF Department Approving Officer does not include a USF email address, please submit a

request to the IT HelpDesk to add the individual’s USF email address to their User Profile.

16. USF contract administrator (searchable text field) – Type the name or use the magnifying glass on the right-hand

side of the searchable text field for a pop-up window to search by First Name, Last Name, Email, User ID, etc. to

select the individual in the department most likely to have information regarding to the sourcing effort, terms and

conditions, rates & deliverables, schedule, etc.

17. USF department contact (searchable text field) – Type the name or use the magnifying glass on the right-hand side

of the searchable text field for a pop-up window to search by First Name, Last Name, Email, User ID, etc. to select

the individual in the department who will serve as the primary point of contact with the vendor for the life of the

contract regarding invoicing, payment, notices, etc.

18. Vendor email address to send contract to (free-from text field) – Provide the vendor email address to send the

contract to be fully executed. Given this is a free-form text field, please be sure you enter a valid email address.

19. Vendor contact information (free-form text field) – Provide the vendor’s primary business address and website (if

available), as well as, vendor contact person with their phone number and email address in the event USF needs to

discuss revisions, clarifications, etc. to the contract.

20. Describe the contract (free-form text field) – Provide a clear description of the scope of work, description of goods,

and/or list of deliverables being secured through this contract, as well as, the contract documentation attached

requiring review.

21. Additional comments (free-form text field) – Provide notes regarding requests for special consideration, assignment

of a particular Procurement Services resource familiar with the contract, unique requirements communicated by the

vendor, etc. Please note if a contract is time sensitive, you should email the Purchasing Coordinator, so they can

follow up with the appropriate Purchasing Approver to determine if any expedited review is possible. Providing all

the necessary documentation at the time of contract submission and having the USF Department Approving Officer

approve in a timely manner is essential to accommodating a request for expedited review.

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22. Attaching files to the “Contract Transmittal” form

a. Click on the paperclip icon in the upper right-hand corner.

b. A pop-up window will appear, click the “Browse…” button to select files from your computer to attach.

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23. Once you enter responses into all the required fields and attached all the necessary documentation, click on the

“Submit” button in the lower right-hand corner to submit your contract into the approval workflow.

24. If you have failed to complete any mandatory fields, then you’ll receive a pop-up error message.

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25. Click “OK” button, and fields with missing information will be outlined in red.

26. Complete mandatory fields as required and click the “Submit” button as shown previously.

27. ServiceNow will send an automatic email confirmation once the contract has been submitted.