Contracting for Services

Contracts for Supplies and Services Under $10,000

Procurements for supplies and services under $10,000 can be handled with an iBuy requisition. The purchase order issued from iBuy serves as the contract and has all applicable University terms and conditions.

Please see 6.1.1 Determine Minimum Insurance Requirements for Vendors for additional information on risk tier levels.

Contracts for Supplies and Services of $10,000 or more

Chicago - The following process should be followed:

1. Use of the University’s Contract for Procurement of Supplies and Services (POSS) template will expedite the approval and contracting process. If the selected vendor requires use of its own contract, the department should submit the Contract Approval/Routing Form (CARF) with a copy of the vendor's contract to the Purchasing Division for review and possible modification. 
2. The a) CARF and B) POSS must be submitted.  The CARF and POSS include instructions for their completion.
3. The department completes and submits the CARF and a copy of the completed unsigned POSS or vendor's contract to the Purchasing Division contracts section.
4. Once all the necessary approvals and all contract signatures have been obtained, a copy of the executed contract will be distributed to the appropriate department and an original copy to the contractor.
5. For more information, contact the Purchasing Division at 312-996-2850.

Springfield - Contact the Purchasing Division:

uispurchasing@uillinois.edu
Phone: 217-206-6651

Urbana - The following process should be followed:

1. Units that have implemented iCS must submit a contract request through iCS and a Banner requisition. Urbana departments that have not implemented iCS, please submit a requisition to Urbana Purchasing and forward any attachments and/or scope of work to urbanapurchasing@uillinois.edu and add the requisition number to the subject line.
2. For more information Contact the Urbana Purchasing Division at 217-333-3505 or use the Service Desk Request Form.

System - The following process should be followed:

1. Units that have implemented iCS must submit a contract request through iCS and a Banner requisition. System departments that have not implemented iCS, please submit a requisition to System Purchasing and forward any attachments and/or scope of work to procurement@uillinois.edu and add the requisition number to the subject line.
2. For more information Contact System Purchasing at 217-333-9289 or email procurement@uillinois.edu .

Other Department Templates

Your unit head must authorize the use of allowable services before they are provided or purchased. All services must have an executed contract before any services can be provided or paid for.

1. Download any contract template available on a system or department website immediately prior to its use to ensure that it is the most recent version reviewed by Purchasing for compliance with laws and rules.
   • o If the contract template is not available on a system or department website, ensure that contract template you want to use has been reviewed by Purchasing for compliance and approved for use.
2. A valid Vendor ID must be established in Banner prior to execution of the contract and to ensure vendor information is accurate.
   • Please refer to OBFS Policies and Procedures Manual, 8.5 Vendor Setup and Maintenance.
   • If the vendor is already in Banner, verify the vendor information is correct before executing the agreement.
   • The standard payment terms for this template is net 30 days. If an expedited payment is requested, please refer to the Special Payment Requests page for instructions.
   • Vendor ACH payments are preferred. Please contact UPAY for enrollment information.

Related Policies and Procedures

19 Contracts

Last Updated: July 21, 2021