Frequently Asked Questions
The purpose of this information is to provide guidance to departments regarding the University’s revenue agreement process. The questions were selected based on consistent inquiries received.
Q. Who has authority to sign a contract?
A. Only the University Comptroller and the Secretary of the Board of Trustees, or their approved delegates, have the authority to sign agreements and contracts for the University. A fully executed contract is required before goods are received or services are performed.
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Q. What do I submit to get a contract started?
A. Submit hard copies of a completed CARF and three (3) copies of the contract or agreement with original third party signatures. The CARF should already have the appropriate departmental signatures. Route for additional signatures as necessary and in the order that the signature lines appear on the CARF.
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Q. Is it OK to use a Client’s/Vendor’s contract instead of a University form?
A. Whenever possible, it is the University’s preference to use our internal contract forms. There are situations, however, in which a Client or Vendor prefers, or even insists on using their own contract. The University will sign another party’s contract, when necessary, but there are often required changes and modifications that must be made first. For more information about non-standard contracts, see the Contract Types page.
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Q. Can I submit forms electronically?
A. Currently, hardcopies of completed CARFs and contracts must be submitted. OBFS is working on tools to simplify the contract management lifecycle. Further details will be released when they are available.
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Q. How do I know that my contract has been received?
A. Once your contract has been signed by all of the appropriate parties, the Contracts Processing unit will either call to let you know that your contracts are ready for pick-up (if they still require vendor/client signatures), or you will receive the CARF and contracts (less the original copy needed for filing with the State of Illinois) in campus mail. The CARF will have the assigned contract number, as well as any comments or notes from OBFS. If the CARF is missing information, you will be contacted requesting the necessary information for the completion of this process. If you need to check the status of your contract, contact the AVP Office at 333-4638 or uiucavp@uillinois.edu.
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Q. What are Standard Templates?
A.Standard templates are contract forms that are approved by University Counsel and OBFS that may be used by departments and colleges without individual Counsel approval (unless any changes have been made). The most commonly used contract templates are available on the OBFS web site under Forms.
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Q. How are non-standard agreements processed?
A. Non-standard contracts are contracts or agreements not otherwise defined as a template and must be approved as to form on a case-by-case basis. All non-standard contracts must have a completed CARF attached and should be routed to University Counsel for review and approval after all necessary departmental signatures have been obtained.
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Q. What if I have a revenue generating idea, who would I talk to?
A. Call the Office of the Assistant Vice President for Business and Finance (AVP) at 333-4638 or email your idea to uiucavp@uillinois.edu.
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Q. Who will set up accounts to bill and collect funds due from external parties?
A. It is the unit’s responsibility to set up the necessary accounts and collect funds due from external parties. If you need assistance, contact the University Office of Accounting and Financial Reporting (UAFR) at 333-9138.
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Q. Are all the signature fields on the CARF necessary?
A. All contracts, regardless of funding type (payable, receivable, or no funds) require faculty/staff and department head/director signatures on the CARF. Contracts for $25,000 or more, whether payable or receivable, are reviewed and approved for processing by the dean or director of the department. Contracts for $50,000 or more, whether payable or receivable, are reviewed and approved for processing by the appropriate Chancellor or Vice Chancellor. Approval is indicated by the appropriate individual’s signature on the CARF.
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Q. What is the difference between the services provided by the AVP Office and Purchasing?
A. Purchasing reviews, approves, and obtains signatures for the Comptroller and Board Secretary for procurement contracts that will be associated with/attached to a University Purchase Order. The AVP Office reviews, approves, and obtains signatures for the Comptroller and Board Secretary for revenue generating contracts, no funds contracts, and any procurement contracts that will not be associated with/attached to a University Purchase Order. If you are unsure which office your contract should be routed to, contact the AVP Office at 333-4638 or email uiucavp@uillinois.edu for assistance.
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Q. How do I submit the PASIF?
A. The Professional and Artistic Services Information Form (PASIF) should be submitted to the Purchasing Division. Purchasing staff will create a contract based on the information provided in the PASIF. You can submit the PASIF either in paper copy or electronically via email to Urbanapurchasing@uillinois.edu as an attachment to a Requisition in Banner. For more information, contact Danny Lienard at 217-333-0777.
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Last Updated: August 26, 2010