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Requesting a Contract or Amendment

Requesting a Contract

  1. Select the appropriate type of document; a KFS Requisition or Purchase Agreement document:

    • Requisition: documents submitted as a contract request are intended to be used for specific agreements when the total dollar amount to be paid is known (versus an estimate or a not-to-exceed amount). A requisition becomes a purchase order (PO) once approved.The PO is approved once a contract has been signed by the applicable parties, indicating the contracting process is complete.   

    • Purchase Agreement, be sure to select the correct Agreement Type from the following options:

      • No Cost: An agreement in which no money will be exchanged between the parties. Examples include confidentiality agreements and Memorandums of Understanding (MOUs).

      • Revenue: An agreement under which the university will receive money. Revenue does not equate to making a profit. Examples of revenue agreements include reimbursement agreements, services agreements, and university sales agreements.

      • Blanket agreement: Agreements for which the total amount payable is not known, though there must be a not-to-exceed cap rate or other defined basis for payment.

      • Catering/Lodging/Event Agreement: An agreement requiring a signature. Expenses are paid on DV or corporate card.

      • Facility Use Agreements 30 days/less: A facility use agreement requiring signature that includes food/catering (facility use agreement not  involving entertainment should be processed on a KFS requisition).

      • Facility Use Agreement over 30 days

  2. Include a detailed scope of work.
    It may be best to include an abbreviated version on the KFS request with a note that a  detailed version is attached.

  3. Include detailed payment information.
    For example, if a revenue agreement is requested, please specify the rate(s) and  include the rate approval letter(s), which must list the rate and reference the service being provided. If the university is paying for a service, include rate(s) and/or budget, along with price justification (why the department feels the rate is reasonable, what was the basis for making that determination). It is recommended that a price justification  include at least three informal quotes.

  4. Attach Confirming Letter
    If work has already begun, a confirming letter must be attached to the KFS document request. The confirming letter approving the unauthorized purchase must be signed by the department’s dean/vice chancellor or designee and must explain why work began without a contract and what will be done in the future to avoid such an occurrence.

  5. Review the Pre-Submission Checklist
    Ensure that all necessary document attachments have been completed before submitting your KFS document.

Requesting an Amendment

To initiate an amendment, submit amendment request against the original agreement in KFS by locating the final purchase agreement or purchase order and clicking on the amend button at the bottom of the screen.

  • Do not delete existing line items. Existing line items should not be modified. New line items may be added as necessary.

  • All changes to dollar amounts and dates should be made directly to and throughout the KFS document.

  • A note must always be added to explain why the change is necessary. For example, why is an extension necessary (e.g., services were not used during the initial term), why does the price need to increase (e.g., the rate has changed or additional hours required, scope of work has changed).

  • An agreement cannot be amended to extend the term if work has not been ongoing. If services were completed and a new project with the same scope of work is to commence, a new agreement is required.