iContracts

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Quick Hits

A collection of short videos answering common questions is provided online by UCM Support.

• My Data is Missing: how to add back the Contract Intake Form
• Change a Contract Name:  updating an iContract title
• Reassigning a Single Contract:  change the Owner of a Contract
• Blank Page on a View:  scroll up to see contracts when looking at a multi-page View
• How to Add a Contract       

Resources

• Notification Center (September 2021)
• Terms Feature (April 2021)
• Webinar: iContracts Refresher (March 2021)
• Workflow Stage Definitions   
• iContracts Naming Conventions
• Professional Service Form (Under $600)
• Standard Contracts (approved by the President and by the Office of General Counsel; should be used when possible)
• Delegations of Authority (authority to sign contracts as delegated by the President to certain position titles)

Reminders

1. When entering a contract, please use the established naming convention: (Division)(space)-(space)(Document Title)(space)–(space)(Vendor Name). Refer to the iContracts Naming Conventions document above for additional information.
2. The Owner is responsible for the “Execution” stage of the workflow since they have been working with the vendor to establish an agreement. Once the vendor counter signs the document, the contract is “executed”. When the Owner receives the executed agreement back from the vendor, the executed agreement should be uploaded to iContracts and then the workflow moved forward to the next stage in the workflow, which is either Purchasing or General Counsel Audit. If the vendor signed first, then the contract can just be moved forward in the workflow.
3. When adding attachments, if the attachment is the primary document check the “Make This The Primary Document” checkbox in order to make the file a primary document. This will display the document within the Summary Container for easy access to the primary document.
4. Supplier registration information and W-9 forms are collected on the UNF Supplier Portal, not within iContracts. This helps to maintain privacy of the suppliers’ Tax Identification Number (TIN).
5. No Banner requisition is required to be entered for any contract that has been routed through iContracts. Once the contract reaches Procurement Services through the workflow, a purchase order will be issued from the information provided in the General Info Field Group. 

Commonly Used Account Codes for iContracts

For ADA purposes, alt text for iContract Life Cycle image: Universal Contract Manager continuous process chart with nine phases: contract requests and templates; negotiations and approvals; active contracts; milestones; reporting; yearly renewable certifications and documents; reviews and audits; amendments, renewals, and expiring contracts; and archive contracts.