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Contract Services Office - UIUC

Contract Review Process

Where a contract is routed and how it is processed depend on many different factors, including the type of contract, the value, the source of funds, who initiated it, and several other possible determinations. The information on this page is meant to help you determine the correct way to execute contracts on the Urbana-Champaign campus; however, there will always be exceptions or unique situations that may not be addressed below.  You should also reference the Contract Types page for information on which offices can assist you with various contract types.

If your unit has access to the Illinois Contract System (iCS), then refer to the job aids on the iCS Resource Page for contract development and routing.

How to Complete the Contract Approval/Routing Form (CARF)

This is a handy cheat sheet that will help you fill out the CARF - How to Complete the Contract Approval/Routing Form (CARF)

If you have a question that is not addressed in this document, or require additional assistance with the CARF, please contact the Contract Services Office.

Step-by-step instructions for routing contracts on the Contract Approval/Routing Form (CARF)

NOTE: Not all contracts should be routed on the CARF. For more information, see the Contract Types page.

  1. Download the CARF from the OBFS Forms page. There are different CARFs for each campus, so be sure to select the link for the Urbana campus form.
  2. Complete Sections 1 through 3.
  3. Print the completed CARF and obtain the necessary unit/college signatures.
    • Unit Head (required)*
    • Dean/Director (if contract value is $50,000 or more)**
    • VP/Chancellor/Vice Chancellor (if contract value is $150,000 or more)***
  4. Scan the completed and signed CARF and the contract into a single PDF file and email to UrbanaCSO@uillinois.edu (Preferred).
    Or, print and attach 1 copy of your contract behind the completed and signed CARF and send via campus mail to the Contract Services Office (1st Floor Coble Hall, MC-335, 801 S. Wright Street).

*Unit head approval may NOT be delegated. However, the signature of the next higher level administrator negates the need for approval(s) at a lower level.  For UA units, this is the director responsible for the performance of the contract.

**Dean/director approval may be delegated. The unit must maintain documentation of such delegation. The signature of the next higher level administrator negates the need for approval(s) at a lower level. For UA units, this is the executive director or next higher level of approval.

***For UA units, this is the Assistant Vice President or next higher level of approval.

Contact

For assistance processing more complex contract types, please refer to the Who to Ask section. If you are still unsure about where to go for help, contact the Contract Services Office at 333-4638 or UrbanaCSO@uillinois.edu.

Last Updated: January 22, 2015

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