The University of Texas at Dallas Procedure for Submitting Contracts, Contract Management, The University of Texas at Dallas

Procedure for Submitting Contracts for Review, Approval, and Execution by the Office of Contract Administration

A) If the contract is for the purchase of goods or services;

  1. Attach to a non-catalog item requisition and submit for processing through eProcurement (sign into UTD Galaxy and choose eProcurement).
  2. Contracts submitted through eProcurement do not require a CAT form.

B) If the contract is not for the purchase of goods or services or related to Research;

  1. Complete top portion of and obtain signatures on the Contract/Agreement Approval Transmittal (“CAT”) Form.
  2. Submit CAT Form, contract and related documentation to the Office of Contract Administration (“OCA”). An e-mail confirmation of receipt will be sent to the UTD departmental contact provided on the CAT Form.
    • Electronic Copies: Submit electronic copies to [email protected].
    • Paper Copies: Are not as efficient as an electronic copy but may be submitted to the Office of Contracts Administration located in the Office of the Vice President for Budget and Finance (AD 2.408).
  3. After receipt of the CAT Form, contract and related documentation, OCA will conduct its review of the contract. Special Procedures Contracts and/or contracts equal to or greater than $500,000 requiring UT System Office of General Counsel approval and contracts requiring Board Approval will require additional time for review. Please plan accordingly.
  4. OCA will review the contract for needed revisions:
    • If revisions are needed the contract will be returned to the departmental contact to negotiate revisions with the contractor.
    • If no revisions are needed the contract will be routed for authorized signature according to the UTD Delegation of Authority.
  5. After the contract is finalized, the contract will be signed by an authorized signatory per the UTD Delegation of Authority and returned to the departmental contact to:
    • Obtain contractor’s signature; or
    • Return a fully executed contract to the contractor for the contractor’s records.

REQUIRED: After obtaining a fully executed contract, please return one fully executed copy to OCA.  OCA will maintain the fully executed contract pursuant to UTD policy, Regents’ Rules and Regulations and Record Retention policies.