Create a Contract or Agreement

COntract types

Prior to good or service purchase, there are times when entering into a contract with a vendor is necessary.  In some cases, the vendor requires a contract.  In other cases,  the University requires a contract  for the particular good or service being purchased.  

The following situations require a contract:

Contract Request (by Vendor)

If the vendor you are working with requests that a separate contract be signed, you must do the following:

1.  Follow the “Make a Purchase” process.

2.  Review the contract for business terms and conditions (deliverables, costs, rates, etc.).

3.  Submit the contract in RU Marketplace for review, along with either the Goods Request Form or

     Service Request Form.

4.  Send to University Procurement Services and allow for 60 days to review and negotiate.

Professional Service Agreement

If you are engaging an individual or firm to provide professional services, such as consulting services, you will need to do the following:  

1.  Follow the “Make a Purchase” process.

2.  Review the Professional Service Provider Matrix to determine appropriate forms for the engagement.

3.  Send the Independent Contractor or Employee Determination (ICED) form to the vendor for completion. 

4.  Complete a Professional Service Provider Agreement (PSPA).

5.  Complete the Scope of Work form in Exhibit A of the Rutgers PSPA, detailing the milestones and 

     deliverables expected for the engagement.   

6.  Send the unsigned PSPA to the vendor for review and signature – contact the University 

     Procurement  Services category team if there are any issues.

7.  Confirm the value of the engagement -  if more than $5,000, the purchase must go through the sole source process

     and a CV, resume, or website must be provided.

8.  Attach unsigned PSPA, ICED, and any other required forms with requisition and submit in RU Marketplace.

9.  Await University Procurement Services review and approval.

 

Do you have an existing agreement that needs to be amended?

1. Contact the University Procurement Services category team for guidance.

2. Confirm the need to complete an Amendment to Professional Service Provider Agreement.

3. Await University Procurement Services review and approval.

Professional IT Service Agreement

If you are engaging an individual or firm to provide professional IT services, such as consulting services,  you will need to do the following:

1.  Follow the “Make a Purchase” process.

2. Review the Professional Service Provider Matrix to determine appropriate forms for the engagement.

3. Send the Independent Contractor or Employee Determination (ICED) form to the vendor for completion. 

4. Complete an IT Professional Service Provider Agreement (IT PSPA).

5. Complete the Scope of Work form in Exhibit A of the Rutgers IT PSPA, detailing the milestones and

    deliverables expected for the engagement.   

6. Send the unsigned IT PSPA to the vendor for review and signature – contact the University

    Procurement  Services category team if there are any issues.

7. Confirm the value of the engagement -  if over $5,000, the purchase must go through the sole source process

    and a CV, resume, or website must be provided.

8. Attach unsigned IT PSPA, ICED, and any other required forms with requisition and submit in RU Marketplace.

9. Await University Procurement Services review and approval.

 

Do you have an existing agreement that needs to be amended?

1. Contact the University Procurement Services category team for guidance.

2. Confirm the need to complete an Amendment to IT Professional Service Provider Agreement. 

3. Await University Procurement Services review and approval.

Performance Agreement

If you are engaging performers, artists, speakers (not honorarium*) and other professionals in the performing arts or entertainment arena (not for educational purposes), you will need to do the following:

1.  Complete the Performance Agreement (see instructions for completing this form). 

2.  Identify the department representative who can sign the agreement, as 

     referenced in the Signature Authority Matrix.

3.  Follow the check request process.

4.  Attach the fully executed performance agreement to the check request form.

*An honorarium is considered a speaker who has been invited to speak by the University, but who does not charge a fee.  A small token of a appreciation may be given.  Follow the check request process.

If you have any questions, contact the category team.

Guest Lecturers

​If you are engaging a guest lecturer (not honorarium*) for educational purposes, you will need to do the following:

This process is under construction.  Please contact Kathryn Kuhnert at kuhnert@finance.rutgers.edu for instruction.

*An honorarium is considered a speaker who has been invited to speak by the University, but who does not charge a fee.  A small token of a appreciation may be given.  Follow the check request process.