Contracts+

Please note – with the rollout of Contracts+, there is a substantial business process change that will affect all no fund and receivable contracts. In Contracts+, all second parties, meaning the non-university parties that the university contracts with, must be established in Contracts+ before you can submit a Contract Request. If a second party is not already established in Contracts+, the appropriate form based on the type of contract must be submitted and processed before you submit a contract request. This is a change from submitting a CARF or requesting a contract through iCS, which did not previously require second parties to be formally established.

The Searching For and Establishing Second Parties in iBuy job aid will take you through the process of checking to see if your second party has already been established and how to request a Second Party be added to the iBuy system.

The Second Party: Customer Information Form to use to request the addition of a second party to use on No Funds or Receivable Contracts can be found at Purchases Forms.

The Vendor Information Form to use to request the addition of a second party to use on a Payable or Hybrid contract can be found at Vendor Payment Forms

Onboarding Sessions

To assist new users with learning about and gaining access to Contracts+, onboarding sessions were conducted in November and December 2021. Recordings of these sessions are available below. If you are new to the Contracts+ system and do not yet have access, please view the appropriate video below prior to requesting access from your USC.

• UIUC/UIS/System: Contracts+ Onboarding Session
• UIC: Contracts+ Onboarding Session

Access Request Form

If you are new to the Contracts+ system and do not yet have access, please use the form below to submit your access request. This form is designed to collect the basic information needed for your request to be approved by your supervisor and processed by your USC.

• Contracts+ Access Request Form

Using the Security Application

All Contracts+ profile requests must be submitted by a Unit Security Contact (USC) in the Security Application (Sec App). The job aid below provides step-by-step instructions to USCs for submitting Contracts+ access requests in the Sec App.

• Using the Contracts+ Increment in the Sec App

General

Job aids - below is a list of job aids that apply to all roles, please click the link to access each.

• Navigating the Dashboard in iBuy

Webinars

​To register for instructor-led training for both Contract Requestors and Contract Approvers, please click on the links below. (Approximately 60 minutes or less)

• UIUC/UIS/System: Contracts+ Requestor Registration
• UIC: Contracts+ Requestor Registration

Recorded ​Webinar - please click on the links below to view a previously recorded webinar.

• Contracts+ Requestor and Approver Webinar
• UIUC/UIS/System Approval Process
• UIC Approval Process

Contract Requestor

Job aids - below is a list of Contract Requestor job aids, please click the links below to access each.

• Using the Contract Request Form – Contract Requestor
• Searching for Contracts in Contracts+
• Searching and Establishing Second Parties in Contracts+

Contract Approver

Job aids - below is a list of Contract Approver job aids, please click on the links below to access each.

• Approving in Contracts+ - Contract Approver 
• Searching for Contracts in Contracts+

Recorded ​Webinar - please click on the links below to view a previously recorded webinar.

• Contracts+ Approver Webinar
• UIUC/UIS/System Approval Process
• UIC Approval Process

​Delegation of Approval Authority - if Unit Head and/or Dean/Director approvals are delegated, the unit must maintain clear documentation of this delegation.

• Please see policy 19.3 Contract Approval Authority for further information.
• You may use this form as an adequate form of documentation for delegation of approval authority.

Contract Administrator

Job aids - below is a list of Contract Administrator job aids, please click on the links below to access each.

• Adding an Obligation to a Contract for Contract Administrators
• Approving a CRF and Building a Contract for Contract Administrators
• eSignature in Contracts+ for Contract Administrators
• Internal Review Rounds for Contract Administrators
• Processing Amendments for PCM and Real Estate
• Using the Jaggaer Word App during Contract Review

Reference

• Chart - Org - College Code Cross Reference [posted: 12/15/2023]

Comptroller Delegate

Job aids - below is a list of Comptroller Delegate job aids, please click on the links below to access each.

• Creating and Applying a Signature Block
• Signature Block Template

NOTE: Permissions and Roles will not carry over from iCS.

Access for the following roles and approval queues are to be requested through the Contracts+ Access increment in the Security Application by your USC.

Department Level

• Contract Requestor - Allows the user to do everything necessary to create a Contract Request Form and submit it for approval.
• Contract Approver - Allows the user to approve, reject or return a Contract Request Form or a Contract within their approval queue.

Approval Queue Information

• Unit Head Approval Queues are Chart-Org Specific
  • Chart 2 - All Contract Request Forms and Contracts submitted for a Chart-Org regardless of dollar amount.
  • Chart 1, 4 & 9 - All Contracts submitted for a Chart-Org regardless of dollar amount
• Dean/Director Approval Queues are Chart-Org Specific
  • Chart 2 -All Contract Request Forms submitted for a Chart-Org equal to or greater than $100,000.
  • Chart 1 & 9 - All Contracts submitted for a Chart-Org equal to or greater than $100,000.
  • Chart 4 - All contracts submitted for a Chart-Org equal to or greater than $25,000.
• Chancellor/Vice Chancellor/Vice President Approval: Queues are College Code Specific
  • Chart 2 - All Contract Request Forms submitted for a Chart-Org within the College that is equal to or greater than $200,000.
  • Chart 1 & 9 - All Contracts submitted for a Chart-Org within the College that is equal to or greater than $200,000
  • Chart 4 - All Contracts submitted for a Chart-Org within the College that is equal to or greater than $50,000

Access for the following roles and an approval queues are to be requested through the Contracts+ Support Access increment in the Security Application. Access to this increment is restricted to USCs who support the Contracting Offices or University Offices like University Counsel that support the contract process.

System Level

• Contract Approver - Allows the user to approve, reject or return a Contract Request Form or a Contract within their approval queue.

Approval Queue Information

• Chief Counsel Approval Queues are Chart specific
  • All Contracts submitted for a Chart in which the Fiscal Year Spend is $250,000-999,999 or $1,000,000 or more
• President Approval Queues are Chart specific
  • All Contracts submitted for a Chart in which the Fiscal Year Spend is $250,000-999,999 or $1,000,000 or more