Contract Lifecycle

Contract Need – User identifies a need for a contract.

Create Request – User enters a contract request in YoMart.

Contract Request Approval – The request routes for review and approval.

Contract Creation – Once your request is approved, our Contract Manager will review your request and commence work on your contract.

Contract Authoring/Negotiation – If needed, negotiations with the vendor by the Contract Manager.

Contract Sent for Signature – Contract is sent to vendor, via DocuSign, for signature.

Contract Execution – A contract is considered Executed: In Effect on or after the Start Date, the End Date has not passed, and it was signed by both the Vendor and AppState.

Create and submit Vendor Payment – Create a Request for Direct Payment or Non Catalog order for payment.

Things To Know

Contract Requests

Only users who have a Requestor role can submit a contract request.


The purpose of a contract request is to gather information about the agreement between parties and route that information through the university for approval. It is not a contract but a request for a contract to be made.

  1. Select Contract > Requests > Request Contract.
  2. Select a request type, enter a Contract Request Name; this is a high-level description of the agreement.
  3. Select a Contract Request Template.

    Selecting the appropriate template will help the system route to the correct department for approvals and help the contract manager/OGC compile an accurate contract. The Request templates are:

    • Purchasing Contract – 3rd Party
      • Use this form to submit a request for a contract when you have received an agreement for signature from the vendor
    • Request for Independent Personal Services/Guest Speaker/ Lecturer/Performer
      • The most commonly selected contract for a service
      • Use this form to submit a request for a Service or Guest Speaker contract (in person or virtual)
    • Request for Food Truck or Food Vendor Facilities Contract
      • Use this form to submit a request for Food Truck or Food Vendor Facilities. This request must be approved by Campus Dining and is not to be used for catering services.
    • Campus Dining Contract
      • For Campus Dining Use Only
    • Student Affairs Entertainment Contract
      • For Student Affairs Use Only
    • CES Affiliate Camp Agreements
      • For Conferences & Event Services Use Only
    • CES Facilities Use Agreements
      • For Conferences & Event Services Use Only
    • Request for App Coach Camp Agreement
      • For Conferences & Event Services Use Only
    • Request for External Camp Agreement
      • For Conferences & Event Services Use Only
  4. Once a template has been selected, click submit to go to the Contract Request Wizard.

Submit an Amendment request for previously submitted contracts who's current status is Executed: In Effect or Executed: Future.


The purpose of a contract request is to gather information about the agreement between parties and route that information through the university for approval. It is not a contract but a request for a contract to be made.

  1. Select Contract > Requests > Request Contract.

  2. Select Amend Contract as your request type, enter a Contract Request Name; this is a high-level description of the agreement, and select .
  3. Select a Contract Request Template.

    Selecting the appropriate template will help the system route to the correct department for approvals and help the contract manager/OGC compile an accurate contract. The Request templates are:

    • Purchasing Contract – 3rd Party
      • Use this form to submit a request for a contract when you have received an agreement for signature from the vendor
    • Request for Independent Personal Services/Guest Speaker/ Lecturer/Performer
      • The most commonly selected contract for a service
      • Use this form to submit a request for a Service or Guest Speaker contract (in person or virtual)
    • Request for Food Truck or Food Vendor Facilities Contract
      • Use this form to submit a request for Food Truck or Food Vendor Facilities. This request must be approved by Campus Dining and is not to be used for catering services.
    • Campus Dining Contract
      • For Campus Dining Use Only
    • Student Affairs Entertainment Contract
      • For Student Affairs Use Only
    • CES Affiliate Camp Agreements
      • For Conferences & Event Services Use Only
    • CES Facilities Use Agreements
      • For Conferences & Event Services Use Only
    • Request for App Coach Camp Agreement
      • For Conferences & Event Services Use Only
    • Request for External Camp Agreement
      • For Conferences & Event Services Use Only
  4. Search for and select the Contract to be amended.
  5. Once a template has been selected, click submit to go to the Contract Request Wizard.
  1. Instructions - Basic instructions that you should have before proceeding with the contract request.


  2. Details - Summary of type of contract you've selected.


  3. Attachments - Add any information here that will help your approvers, Contract Manager, or OGC.  Do not attach anything with sensitive information e.g. Vendor Packet.


  4. Questions - These are the groups of questions that are specific to the request template selected. Proceed through these questions answering to the best of your ability.
     

  5. Review and Complete - Once everything is filled out, you can submit the contract request for approval.


  6. Discussion - This is similar to the comment section on a requisition, add a comment and a recipient here. 
  7. Contract Request Workflow - The workflow your request will go through for approval.
  • Under Review – Currently going through the workflow and is pending approvals.
  • Approved – The request for a contract to be created has been approved, but no contract has been created yet.
  • Completed – A Contract Manager is reviewing your request and will commence work on your contract.  Proceed to the contract to find out more about its status.
After the request has been submitted, the next steps are Request Approval, Contract Creation, Contract Negotiation (if needed), Electronic Signature then submission for payment, see Contract Lifecyle for more information.

Once a contract status is Executed: In Effect and the work outlined in the contract has started or has been delivered, payment can begin against the contract. A Request for Direct Payment Form or Non Catalog order needs to be submitted.

Contracts

Unless contacted by the Contract Manager, nothing else is required from the user at this point. 

A contract can only be linked to your Shopping Cart, if the contract status is Executed: In Effect.

Contract statuses indicate the "stage" of the contract.

  • Draft – Someone is working on it you can see who has it checked out in the top left corner of the contract page.
  • Pending Approval/Signature – If the contract is hanging here, there is an issue.  Either someone forgot to launch signature application to place signatures manually, or the signature robot cannot find the code on the templates - Contact Business Systems.
  • Expired/Completed – The pay against date has passed and this contract will not show up as a link in the requisition process. A Contract Manager can extend this date.
  • Executed: In Effect – Contract is fully signed (executed) and In Effect – meaning we can pay against it (link will show up during requisition process).
  • Executed: Future – Contract in fully signed (executed) but we cannot pay against it until the first date of service (link will not show up in requisition process).
Linking a Contract to a Requisition

Contracts Status must be in an Executed: In Effect status in order for the link to show up.

  1.  After your Request for Direct Payment or Non-Catalog Order is complete, proceed to the shopping cart.
  2. Click the Choose Contract... link located right above the Commodity Code box.
  3. Select the appropriate contract.
  4. If the link is not displayed, reach out to the Contract Manager.

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