Contracts
Title III Contracts Process
The processing of Title III contracts is governed by TSU’s offices of Legal Affairs and Procurement. The policy and procedures of the Office of Title III regarding processing contracts is based on the requirements and guidance of those two offices.
All contracts that are funded, in any portion, with Title III funds must be approved by Title III before going to Legal AND before the services are performed. Failure to do so will result in problems that could include contract not being approved and payment not being made.
To get a contract processed, a contract packet must be submitted to Title III. The packet contains the contract signed by the vendor, TSU’s routing form, a copy of the Purchase Request (often referred to as PR) from TigerShoppe (SciQuest), any applicable justifications and addenda, and completed Minority Ethnicity and W9 forms, as needed.
Contract
- Complete all fields on the contract
- May use a TSU generated contract or contractor generated contract
- TSU generated contract is preferred
- Available on TSU Legal’s webpage (Workshop/Seminar Participation Agreement and Professional Services Agreement)
- If using a contractor generated contract, contractor must sign the contract AND TSU addendum before submission to Title III
- Available on TSU Legal’s webpage Standard Addendum for Contract Agents)
Routing Form
- Available on TSU Legal’s webpage (Contract Routing & Approval Form)
- Complete all fields on the routing form
- If you don’t know the Account Number or can’t create the PR in TigerShoppe, contact the Activity Director or the designated contact person in Title III
- Obtain all required signatures
- The only exceptions are signatures of Title III personnel and Academic Affairs. Title III will obtain those signatures.
Purchase Request
- You will need to know the account number/FOAP and authorization
- If you don’t know the Account Number or can’t create the PR in TigerShoppe, contact the Activity Director or the designated contact person in Title III
- Once the PR is submitted, print it (save as PDF)
Minority Ethnicity Form
- Available on TSU Legal’s webpage (Minority Ethnicity)
- Must be completed by contractor, including signature
- Be sure the name on this document matches the name of the contractor on the contract
- If we are receiving services from the company, the company name and information should be on this form, not that of the individual
- Be sure the name on this document matches the name of the contractor on the contract
W-9
- Available on TSU Legal’s webpage (W9)
- Must be completed by contractor, including signature
- Be sure the name on this document matches the name of the contractor on the contract
- If we are receiving services from the company, the company name and information should be on this form, not that of the individual
- Be sure the name on this document matches the name of the contractor on the contract
Email the completed packet to the Title III contract liaison. The contract liaison will get the contract approved by Title III. Once Title III has approved the contract, the contract liaison will submit the contract to TSU Legal for approval. Upon Legal’s approval, Legal will obtain the signature of the President of the University and return the contract to the submitter and Title III.
Once you receive the fully executed contract, upload it to the PR in TigerShoppe. If there are matters to be addressed, you will receive email notifications about the concerns as they are added to the PR.
You must keep up with dates and terms of your contracts. It is your responsibility to ensure that renewals are completed timely. Title III keeps up with contracts for back end purposes.