Adele H. Stamp Student Union - Center for Campus Life
What is a Contract?
- Contracts are legally binding agreements between the individual/vendor that you are paying and the university on behalf of your organization because university funds are being used to pay for the service.
- Contracts are used to pay for goods/services/persons that you are “borrowing” or renting.
- Payment to the individual/vendor will not be approved until the date(s) of service has passed as indicated on the contract.
- Examples of when you should submit a contract request are:
- Paying a speaker or performer(s) for an event
- Renting audio or video equipment for an event
- Paying an individual or company to provide DJ, audio, video or other services for an event
Why a Contract?
- The contract holds the individual/vendor legally responsible to the conditions of the contract.
- If your organization believes that the individual/vendor did not fulfill any or all of the conditions of the contract, you should notify SORC in writing immediately. The university will then work with the individual/vendor to determine whether they should receive payment.
- NEVER sign any contract/agreement on behalf of your student group when using university funds as students are not authorized to commit funds on behalf of the university. Doing so could make you personally liable for the payment.
- Contract requests require a minimum of two (2) weeks’ notice.
- Prior to submitting a contract request, your student group will need to obtain a signed W-9 form from the individual/vendor you are contracting with.
- To begin paying a vendor with a Contract, you will fill out and submit the “Contract Request” form found in the SGA Financial Officers portal under the forms tab.
- For more information on the SGA Financial Officers portal, refer to the SORC Financial Services manual.
- You will need to provide the following information on the form:
- Indicate whether the payee is a student, faculty or staff member at the university.
- Indicate whether there was a selection process for choosing the vendor.
- You should always respond Yes to this question. The university expects that there was a fair and equitable process used to select the individual/vendor that you are contracting with.
- The individual/vendor’s name, phone number, email and mailing address
- This information must match EXACTLY the information as it appears on the W-9 form.
- Detailed description of the items/services that you are paying for
- Be as detailed as possible. If using SGA funds, SORC staff must determine whether the funds are being used in accordance the SGA approved budget and line item.
- Program Name and Line Item
- Copy and paste this information directly from your group’s account ledger or summary
- For more information on viewing your account information, refer to the SORC Financial Services Manual.
- Name and Location of event where service is being provided
- Date(s) of Event
- Start and end time of the event as well as whether there will be an intermission
- Within three (3) business days, you will be emailed a drafted contract from the SORC Office.
- Once you have received the drafted contract via email, forward it/send it to your vendor.
- The vendor must print 2 copies, sign both copies in original ink on the front, initial both copies in original ink on each page thereafter, and send both signed copies of the contracts back to your organization.
- Original Ink means that the signature on the contracts is an original signature and not a photocopy. As a result, the vendor will have to physically mail the contracts back to you as opposed to fax or scan.
- DO NOT have the individual/vendor mail the contracts to SORC. It can take a while for mail to be delivered to this office, and misdirected mail is common. Since contracts are time-sensitive, contracts should be mailed directly to you, and then brought to SORC between the hours of 9am - 5pm, Monday-Friday.
- Once you have received the signed contracts from the vendor, bring them to the SORC Office at least two (2) business days prior to the date of service.
- The contracts CANNOT be brought back after the event has already occurred as they will be rejected by the State of Maryland’s Accounts office and thus leave your group liable for all costs.
- SORC does not have the authority to make exceptions to this deadline. Contracts are only legally binding if signed prior to the date(s) of service. University staff are prohibited from signing contracts after the date(s) of service and the State of Maryland will not honor contracts signed after the date of service.
- The contract payment process ends the day of your event listed on the contract. After this date, the service is considered rendered, and a check will be mailed to the vendor within 30 business days.
- Notify SORC immediately if you believe the contract has not been fulfilled based on the terms of the contract so that payment can be suspended while the university determines whether the individual/vendor should receive part or all of the payment.