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Business and Financial Policies and Procedures

19.2.1 Standard Contract Templates

Policy Statement

Standard Contract Templates are contract templates that have been drafted by a contract processing office and pre-approved as to legal form and validity by the Office of University Counsel and whose pre-approved language has not been altered. Standard Contract Templates should be used to facilitate common business transactions and to expedite the contract process.

Each Standard Contract Templates should be approved by the Office of University Counsel at least every four years or sooner to reflect changes in law, policy, or interpretations.

Reason for the Policy

Standard Contract Templates may expedite the contract process for common business transactions.

Applicability of the Policy

This policy applies to all University of Illinois contracts.

Procedure

Units must follow the correct procedure to process and sign Standard Contract Templates.

If a Standard Contract Template is altered, it becomes a Non-Standard Contract and must be processed following 19.2.2 Non-Standard Contracts.

Standard Contract Templates that May Be Signed by a Unit Head

The following pre-approved Standard Contract Templates, if unaltered, do not need to be submitted to a contract processing office for review and affixing of the Comptroller's signature. Instead, the Comptroller has delegated signature authority to unit heads for the below unaltered pre-approved Standard Contract Templates, provided they are used consistent with their intended purposes and any use parameters. This signature delegation cannot be further delegated. The unit head signs the Comptroller’s name and their own name as described in 19.4 Comptroller Contract Signature Authority and Delegation. A unit head is a department head or higher. Some units do not have department heads; some small colleges do not have departments. When there are only college-level offices for administration, signature should be that of the dean or associate dean as ‘unit head’. These contracts do not require a Contract Approval/Routing Form (CARF) or routing in the Illinois Contract System (iCS). Units must retain a copy of the fully signed contract. These contracts are not submitted to the University Contract Records Office (UCRO), as outlined in 19.5 Contract Filing.

System-wide Standard Contract Templates under $10,000

Urbana-Champaign university-wide Standard Contract Templates

Unit-specific Standard Contract Templates under $10,000

Contract processing offices and Counsel coordinate with individual units to create contract templates when there is a demonstrated business need. Units should contact the appropriate contract processing office for additional information.

Standard Contract Templates that Must be Signed through a Contract Processing Office

All Standard Contract Templates not identified above as being signable by a unit head must be submitted to the correct contract processing office for review and affixing of the Comptroller's signature. Units should include the appropriate fully signed CARF or route the Standard Contract Template via the appropriate checklist in iCS. The following list includes commonly used Standard Contract Templates.

Additional Resources

Contracts Forms

Last Updated: July 13, 2021 | Approved: Vice President, Chief Financial Officer and Comptroller | Effective: July 2021

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