[Purchasing] [Purchasing Manual] Contract Form SCSU003

Requests for Consulting or Instructional Services over $1,750 will require a SCSU003 contract. It is encouraged, whenever possible, to combine all amounts into compensation as an all inclusive situation. Separating compensation and travel reimbursement will obligate the contractor to invoice us and/or complete state travel or commissioner’s plan reimbursement forms and abide by state travel policy and submit original receipts. (See Section II of the contract). Note: Any contract situation which includes the reimbursement of travel expenses or requires payments to be made throughout the term of the contract, (regardless of the amount) must be processed using SCSU003 (PDF).

Process

1. Enter your purchase order request through PCS using object code 15XX or 1910. If the 2% entertainer’s tax applies, enter it on a separate line using object code 1980. The description must always include the type of performance or presentation, date(s), location and the Social Security Number or Federal Taxpayer ID Number or Minnesota Tax ID No.:  [INSERT ONE OF THE REQUIRED NUMBERS]
2. Indicate in the PCS memo that the SCSU003 contract is being used.
3. Release your purchase order/contract request to the Purchasing Department (050 status.) The entry into PCS prior to the signing of the contract encumbers your obligation, thus avoiding a M.S. 16A violation.
4. Complete online or print and complete the SCSU003 contract. Please reference the purchase order number on the front of the contract.
5. Obtain signature of approval in Block #1 on page 8 of the contract. There is a select list of individuals with the delegated authority to sign on behalf of the University. The College Dean or Associate Dean will likely have the authority to sign the contract.
6. Send the contract to the vendor to sign.
7. Please note, all signatures on this contract MUST be original.
8. When you receive the signed contract from the vendor, indicate in the PCS memo you are submitting the contract to Purchasing via intra-campus mail.
9. Submit one original contract to the contract coordinator in Purchasing, 122 Administrative Services. If you want to receive a copy of the fully executed contract, you must include a copy and indicate your request in the PCS memo.
10. The Purchasing Department will pre-audit your request and the contract documents and proceed under the Minnesota State Colleges and Universities Purchasing guidelines. Your purchase order/contract request will remain in 230 status until the contracts become fully executed and valid with four signatures.
    If the request is not entered and approved in PCS prior to the date of the contract, you will be required to complete and return a letter of explanation (16A), before payment will be issued.
11. If all Minnesota State Colleges and Universities purchasing requirements are met in the pre-audit, Purchasing will approve the contract by signing (#2 Verified As To Encumbrance and #4 As To Form And Execution.) A professional/technical authorization form will be sent to the responsible person. The contract will be updated to status 450.
12. After the contract obligation is complete, the responsible person for the account should sign the professional/technical authorization form* and return it to the Purchasing Department for payment.

Note : *Unless the contract specifically indicates the vendor will provide invoices, Purchasing will send a professional technical authorization form in lieu of invoice for the responsible person of the account to sign verifying the contract was completed and authorizing payment. Please contact extension 8-3136 for procedure questions. The contract can be accessed here download SCSU003 (PDF) for a printable version.