Contract Administration
Since the standard contract agreements are revised periodically based on changes in law or University policy, we strongly recommend that you visit this page each time you need a contract form - as opposed to storing and reusing forms on your computer or departmental server, which could result in your use of an outdated or otherwise unacceptable document.
Training Documents
TRAINING GUIDE for STANDARD Agreements
INSTRUCTIONS for COMPLETING the STANDARD PURCHASING AGREEMENT (SPA)
INSTRUCTIONS for COMPLETING the PERFORMER AGREEMENT
INSTRUCTIONS for COMPLETING the SPEAKER AGREEMENT
INSTRUCTIONS for COMPLETING the SERVICES AGREEMENT
INSTRUCTIONS for SUBMITTING CONTRACTS to CONTRACT ADMINISTRATION
INSTRUCTIONS FOR ENTERING CONTRACT REQUISITIONS INTO WORKFLOW
Standard Agreements
OCA COVERSHEET - Use as transmittal document when submitting a standard agreement $50,000 and above for legal review.
INSTRUCTIONS for COMPLETING the OCA COVERSHEET - Services provided TO UHCL.
STANDARD PURCHASING AGREEMENT (SPA)
PERFORMER AGREEMENT - Use for performing artists such as musicians, DJs, dancers, etc.
SPEAKER AGREEMENT - Use for speakers for workshops or any time the service is a talk or presentation only.
FOREIGN NATIONAL INFORMATION ADDENDUM - If a vendor is BOTH an individual and a foreign national, then this form must be submitted with their agreement. NOTE: General Counsel Immigration Services is required to review the Foreign National Information Addendum for all visa types except B-1 visa and W-B stamp, so the addendum must be submitted to Contract Administration at UHCLProcurement@uhcl.edu for review at least three weeks before services will be performed.
AFFILIATION AGREEMENT for FIELD PRACTICUMS or INTERNSHIPS
AFFILIATION AGREEMENT-Description of Internship Form - Must be used WITH the Affiliation Agreement for Field Practicums or Internships.
FACILITY LICENSE AGREEMENT - Must be used when an outside group or company will be utilizing UHCL's facility.
NON-ACADEMIC CREDIT AFFILIATION AGREEMENT - Agreement to be used when academic credit will not be received for an internship.
INTERAGENCY COOPERATION AGREEMENT - Agreement between Texas state agencies; use in accordance with Texas Gov't Code Chapter 771.
INTERLOCAL COOPERATION AGREEMENT - Agreement between UHCL and a local government body; use by authority granted in Texas Gov't Code Chapter 111.
MEMORANDUM OF UNDERSTANDING - Agreement between two educational institutions to establish a commitment to a joint academic program, the details of which will be finalized in a future written agreement
REVENUE CONTRACT FORM - To help ensure compliance with SAM 03.A.05 Section 7.5, all UH System revenue contracts of more than $50,000 will document appropriate administrative reviews using the "Revenue Contracts Over $50,000 Administrative Review and Approval Form". This form helps to ensure that all revenue contracts have appropriate reviews for tax compliance, debt covenant compliance, and auxiliary enterprise compliance. Specific instructions for form routing are found on the second page of the form. Revenue contracts over $50,000 will not be accepted by the Office of Contracts Administration without a completed and signed form.
SERVICES AGREEMENT - Services provided BY UHCL (Revenue Contract) - Service agreements MUST be approved by Contract Administration PRIOR to execution.
SERVICE ORDER - To be used with Standard Purchasing Agreement; only needed when the particular goods/services are being purchased on a service order basis.
Non-Standard Agreements
OCA COVERSHEET - Use as transmittal document when submitting a non-standard agreement for legal review.
INSTRUCTIONS for COMPLETING the OCA COVERSHEET
TRAINING GUIDE for NON-STANDARD Agreements
GUIDELINES for University and University System Names can be found in the UHCL Brand Guide.
INSURANCE TERMS APPROVAL - Use to acquire approval of or revisions to non-standard agreement insurance terms. Send form to UHCLProcurement@uhcl.edu for processing.
STANDARD CONTRACT ADDENDUM (SCA) - Use WITH a non-standard agreement to bring the agreement into compliance with Texas Government Code. (For limitations of use, see Training Guide for Processing Non-Standard Agreements.)
Worker Classification Checklist - Use for assistance with determining Employee/Independent Contractor classification.
PROFESSIONAL SERVICES AGREEMENT (PSA) - Use with any and all medical professionals.
Miscellaneous Forms
AMENDMENT TO AGREEMENT - Use to change an existing contract. MUST be processed before the original contract expires with the same approvals as the original contract. ALL amendments must be sent to legal for review. The entire contract term must not exceed 5 years.
APPENDIX A - Use to attach a lengthy, detailed statement of services to any form listed above under Standard Agreements.
DISCLOSURE OF INTERESTED PARTIES FORM - Signed form must be submitted along with Board of Regents approval for all contracts valued at $1 million or more (revenue or expense).
EMERGENCY ACQUISITION JUSTIFICATION FORM - This form must be included with each requisition/contract that provides for emergency acquisition of goods or services.
ENCUMBRANCE ADJUSTMENT FORM - Scan completed form and PO Status Report to UHCLProcurement@uhcl.edu.
ENCUMBRANCE ADJUSTMENT FORM INSTRUCTIONS - Instructions for completing form.
FOOD SERVICE WAIVER REQUEST - Approved waiver must be attached to any contract over $100 to an off-campus vendor delivering and/or serving food for an on-campus event ($500 for UHCL at Pearland).
INFORMATION SECURITY HOSTED SERVICES CONTRACT CHECKLIST - This assessment must be completed for contracts that include hosting of University information on non-UH System servers. Must be completed and included in the contract packet.
INSURANCE WAIVER REQUEST - Use to request a waiver or modification of the insurance requirements of the Standard Purchasing Agreement (SPA) or the Standard Contract Addendum (SCA). Send form to UHCLProcurement@uhcl.edu for processing.
RELEASE AND INDEMNIFICATION AGREEMENT - Release and indemnification agreement for activity or trip on or off campus.
RELEASE for USE of IMAGE, VOICE, PERFORMANCE, ARTWORK or LIKENESS (03-02)
SOLE SOURCE PURCHASE JUSTIFICATION - For contracts over $15,000 (Should submit to Procurement for approval PRIOR to processing requisition).
SUMMARY FOR PURCHASES FORM (Formerly Addendum C) - For purchases greater than $100,000 this form must be completed.
MISCELLANEOUS INFORMATION
CONTRACT ADMINISTRATION DELEGATION FORM
FUND RESTRICTIONS on FOOD and ENTERTAINMENT-RELATED ACCOUNTS - When you encumber funds for an event that includes catering, be sure to check this list.
SYSTEM ADMINISTRATIVE MEMORANDUM 03.A.05 - Contract Administration
TAX EXEMPT CERTIFICATE - Email request to UHCLProcurement@uhcl.edu (Request must include name & address of vendor). Certificate is sent to the requester, not the vendor.
VENDOR SETUP - Vendor Setup Requirements to establish vendor number in PeopleSoft.
VENDOR HOLD STATUS SEARCH - Must be conducted prior to making p-card purchases that exceed $500.
VENDOR HOLD STATUS VERIFICATION REQUIREMENT
Processing Payments on Contracts
INSTRUCTIONS for Initiating PAYMENTS ON CONTRACTS
CONTRACT RECEIVER EXAMPLE 1 - Partial payment, 1 cost center, 1 invoice
CONTRACT RECEIVER EXAMPLE 2 - Partial payment, numerous cost centers, 1 invoice
CONTRACT RECEIVER EXAMPLE 3 - Partial payment, 1 cost center, numerous invoices
CONTRACT RECEIVER EXAMPLE 4 - Final payment (releases remaining encumbrance)
CONTRACT RECEIVER EXAMPLE 5 - Payment of check to be hand delivered to Contractor (Special Handling)
CONTRACT RECEIVER EXAMPLE 6 - Payment of Overage (Overage exceeding 10% of original contract amount must have budget authority approval.)