TO:             Vice Chancellors, Deans, Directors and Department Heads

FROM:           Richard Brown

RE:             Late Contracts

DATE:           July 23, 2001


Due to an increasing number of late contract submissions to the Budget
Office, I am issuing this reminder regarding Contracting for Services.  If
you need to contract with an individual or an agency for services not
available through campus personnel or auxiliary vendors, you must follow
established guidelines according to UT Fiscal Policy Statement 05; sections
120, 130 and 140, located at the following web address:
http://www.tennessee.edu/acs/5toc.htm

All contracts must be submitted, reviewed and approved prior to the start
date of the service period.  Before submitting a contract for review and or
processing, please be sure that the contract or agreement:

* Represents legitimate University business.
* When applicable, bid procedures have been followed.
* Complies with the aforementioned Fiscal Policy statement.
* Does not violate any University policies.
* Clearly describes the services or products provided.
* Specifies a maximum dollar amount to be paid, the basis for calculating
        payments and when they are due.
* Has a beginning and ending date.
* Has complied with risk management requirements (insurance/liability
        concerns).

When using a standard university contract, most are approved at the campus
level within 5-7 days after submitting to the Budget Office.  All contracts
must be accompanied by Contract Review and Certification Forms.  These and
other related forms are available on line at:  http://www.utenn.edu/uwa/to/ .

Plans are in the process for contract information sessions to be conducted
in September.  Until such time, if you have any contract questions or would
like to request an individual or department contract processing overview
session, please call or email Gayle Barrett, ext. 1705; [log in to unmask]