Contract Services

The term “contract” means an agreement or understanding that purports to bind the Board of Trustees or a campus, regarless of the name assigned to the document or agreement, and includes a lease, license, purchase order, memorandum of understanding, letter of intent, term sheet or other form of agreement or commitment. (UASP 300.1)

• Must be in writing.
• Must be in the name of the Board of Trustees of the University of Arkansas and indicate the applicable campus.
• Must be reviewed by the General Counsel’s Office before signed, unless excepted by UASP 300.1(III)(B).
• Must be signed by an authorized, designated signatory.

The Board of Trustees of the University of Arkansas acting for and on behalf of the University of Arkansas at Little Rock

Contracts will be unenforceable if contracted using the name of the campus only (UASP 300.1).

The chancellor and vice chancellor for finance and administration are the only authorized signatories for UA Little Rock. The contract will be invalid and not binding unless signed by an authorized signatory.

• Purchase of goods and services
  • Online, click-through terms must be reviewed.
  • Written authorization will be given to the purchasing department to accept online terms and conditions.
• State of Arkansas Services Contracts (Professional Consultant Services; Technical and General Services)
• Revenue producing, including sponsored research activities
• Agreements to support continuing and professional education
• Agreements for student internships with hospitals, clinics, social service agencies, and school districts
• Agreements for outside use of the university’s unique facilities

Using the correct submission process allows for efficient tracking of contracts submitted for review, as well as coordination with the Office of General Counsel and Procurement Services.

1. Contracts should be submitted via the Contract Review Form.
   1. New suppliers must register with the university via PaymentWorks, and be approved, prior to execution of contracts.
      • Visit the Suppliers webpage on Procurement Services website for supplier registration information.
   2. By direction of the Chancellor’s Cabinet, all contracts that are equal to or greater than $5,000 or that are multi-year (no matter the amount) will require VC approval before they can be processed.
      1. Request VC approval via email, including a short summary of the contract details in the email message (vendor, amount, purpose, dates). The approval should be attached to the Contract Review Form upon submission.
   3. A Supplier Contract should be created in Workday prior to requisition to manage the contract documents and monitor spend for all software and multi-year contracts.
      • Procurement Services or Contract Services can assist with this process.
   4. The purchasing department will enter a requisition in Workday once the contract has been fully executed, linking the Supplier Contract to the requisition, if applicable.
   5. Technology purchases, including all computing, software, and network related resources, require review and pre-approval by IT Services before the contract review process can begin. Review Technology Purchasing Procedures for information on this process.
2. Sponsored research agreements and any contract with external funding must be routed through the Office of Research and Sponsored Programs (ORSP). Contract Services and ORSP have an internal process to handle review of these contracts.
3. All other contracts and agreements (i.e., no cost, revenue) that do not fall under ORSP’s direction should be submitted using the Contract Review Form.
4. Foreign suppliers or entities must be cleared by the Export Control Office prior to entering into any contract or agreement. Contact [email protected] to request this clearance.

If you need assistance submitting a contract for review, please contact Sheri O’Brien, contract review manager (501-916-5623; [email protected]).