Contract Review Process Policy & Procedures
Please submit all requests for contract review via the online Workflow System* by logging onto PioneerWeb with your Banner ID and password. Go to the Employee Tab then, look for the section named "Administrative Processes", choose the folder named "Procurement & Contracts" then click on "Contract Review".
*There are two separate Workflow systems for the review of contracts.
Procurement of Goods/Services Contract Workflow
If a contract is for the procurement/purchase (even for $0) by the University, then please submit the contract for review directly to Shared Services via the Procurement Contract Workflow.
If you require access to the Procurement Goods/Services Workflow, please email SharedServices@du.edu to request the online training for Procurement Contract Workflow.
Other Contract Workflow
If a contract is NOT for the procurement/purchase of goods and services by the University, then please submit the contract for review via the Other Contract Workflow. Some examples of Other Contracts include but are not limited to:
- Institutional Affiliations
- Clinical Experiences
- Assumption of Risk Forms NOT associated with a Procurement Contract
- Rentals of University Facilities
- Sale of Goods and Services by the University
If you require access to the Other Contract Workflow then please send a request to the Office of General Counsel to request the online training for the Other Contract Workflow.
Limits of Authority
- Chancellor (unlimited)
- Vice Chancellor for Business and Financial Affairs (unlimited)
- Controller (up $250,000, up $1.5 million related to sponsored programs)
- Assistant Vice Chancellor for Business and Financial Affairs ( up to $50,000)
- Director of Sponsored Programs (up to $500,000 related to Sponsored Programs)
- Vice Chancellor for Communications (up to $50,000 for media and publications)
- Vice Chancellor for University Technology Services (up to $50,000 for computer-related activities)
- General Counsel (up to $50,000 for engagement letters for legal or litigation services)
- Director of Athletics (up $100,000 for contracts for athletic participation)
- Vice Chancellor of University Advancement (up to $500,000 for IRS form 8283- Non-cash Charitable Contribution Form)
- Executive Director, Newman Center for Performing Arts (up to $100,000 relating to the Newman Center)
- Associate Vice Chancellor of University Advancement (up to $500,000 for IRS form 8283- Non-cash Charitable Contribution Form)
- Deans and Vice Chancellors and one other departmental designee (other than the Budget Officer) up to $50,000. The Vice Chancellor for Business and Financial Affairs may designate others in writing with the amounts determined annually.
- Requests for additional Authority must be made through the Office of General Counsel
Insurance Policy & Procedures
Policy 2.10.030 requires that all “CONTRACTS” be submitted to the Controller and General Counsel for review and approval before execution
Policy 2.10.030 requires the Controller, or Controller’s Designee (Budget Officers) to review each contract to confirm that
- funds are available for any payment obligations; and
- insurance or similar coverage is available for insurable risks, in cooperation with Risk Manager (delegated to Risk Management
Modification and/or waiver of the requirement of insurance may be approved by the appropriate Dean or Vice Chancellor if after discussion with Risk Management and General Counsel it is shown that the activity or project serves the best interest of the University and the risk to the University is otherwise mitigated.
Policy 2.10.030 requires General Counsel, or General Counsel’s Designee (Assistant General Counsel or outside counsel), to review each contract to confirm that
- the contract accomplishes the intended purposes; and
- does not present any burdensome or unintended liability risks.
Policy 2.10.030 further requires:
- Controller and General Counsel to endeavor to conduct reviews on a timely basis and that the University employee initiating the contract, whenever possible, provide a reasonable period of time for such review.
- Modified Contract Review Procedures
- Exceptions Process Flow Chart
- Sponsored Program
University Insurance Policies and Procedures
University requires a 3rd Party to have at a minimum general liability coverage of $1 Million per occurrence and $2 Million aggregate and to name the University as an “additional insured.” This requirement should always be part of the initial negotiation of a contract. Contracts with more inherent risks may require increased insurance coverage.
Tenant User Liability Insurance (TULIP), is available for 3rd parties who do not have insurance that are using University facilities. TULIP is event specific and does not provide continuous coverage for the 3rd party. TULIP provides a $1 Million layer of protection to the University for General Liability coverage. For additional information go to www.du.edu/risk.