Contracts - FAQ Reference Guide

Key Takeaways

  • Plan ahead: 4 weeks is the standard lead time.
  • Never sign vendor contracts unless you have delegated authority.
  • Add vendors early.
  • Use Gateway to communicate requests.
  • Submit IT Data Worksheets promptly and completely.
  • Use Contract Amendment Forms for most PO or contract changes.

General

How long does contract processing take?
  • New contracts: Minimum 4 weeks after the requisition reaches Procurement.
  • Renewals:
    • 2 weeks if no Data Security or Accessibility review is required.
    • 4 weeks if Data Security or Accessibility review is required.
  • Complex negotiations may take longer.

More information: Procurement processing times

Can someone in my department sign a vendor’s document?

No. Only individuals with delegated authority may sign on behalf of the Regents of the University of California. Department personnel should not sign vendor documents, as doing so may create personal liability.

More information: Delegation of authority

Should I add a new vendor to Gateway before submitting a contract?

Yes. Vendor setup can take up to one week, so submit the supplier add request as early as possible. Procurement is unable to work on a contract ahead of the requisition submission.

Supplier Add Form: Gateway Supplier Add Form

Who should I contact for a contract status update?
  • First contact the departmental representative listed in the Contract Request Form.
  • If you are that representative, contact the assigned Contract Analyst.
  • Check the requisition workflow in Gateway to see the current requisition assignee.
Are department and vendor contact details important?

Yes. Procurement relies on the departmental representative and supplier contact for negotiations, communications, and departmental decision-making.

If I add a comment to Gateway or an attachment to Gateway, does it automatically get sent to the assigned Contract Analyst?

No, the Contract Analyst is not automatically notified. Please make sure you select the relevant name(s) in the Comment for the intended recipients.

Data Security

What is a Data Security Review?

The Office of Information Security (OIS) reviews purchases involving UC, student, or employee data to determine security requirements and compliance.

Important notes:

  • Procurement cannot speed up OIS reviews.
  • Contract negotiations generally cannot begin until the review is completed.
When is an IT Data Worksheet required?

Typically required for:

  • Software
  • Licenses
  • Website services
  • Cloud services
  • AI tools
  • Any service accessing UC systems or data

This requirement applies even to free or $0 services.

Who should complete the IT Data Worksheet?

The UC employee most familiar with the vendor and services being purchased. Incomplete or inaccurate information can delay processing.

How does the IT Data Worksheet or a completed Form A PDF get submitted?

They are not automatically sent to Procurement.

After completing:

  • Save the PDF.
  • Upload it as a Gateway comment to the assigned Contract Analyst.

After the Contract Is Signed

My vendor didn’t receive a copy of the Purchase Order, how can I send it to them?

In Gateway:

  1. Open the Purchase Order.
  2. Select the three-dot menu on the upper right.
  3. Choose Print Fax Version.
  4. Save as PDF and email it to the vendor.
How are invoices paid?

Standard contracts:

Hotels, travel, meals, and catering:

  • Must be paid through the Direct Bill process rather than Gateway.

Invoice questions: gatewayhelp@bfs.ucsb.edu. The Contracts team is unable to assist with invoices.

How do I change the CCOA on a PO?

If no invoices have been processed:

  • Submit a Contract Amendment Form, and include a note in the description of what you need us to change.

If invoices have already been paid or are pending:

  • A new Contract Request must be submitted because the CCOA cannot be changed due to lien processing requirements.
  • Include a note in the PO description that this is replacing your former PO #GW0000xxxxx.

Procurement will transfer relevant information and documents. Then, you’ll need to close out the prior PO.

How do I renew a contract tied to a legacy, pre-FMM Purchase Order?

Submit a new Contract Request Form and reference the previous PO number. Procurement will transfer relevant information and documents.

Can I contact the Contract Analyst directly to make changes to an existing PO?

No, please submit a Contract Amendment Form in Gateway to get your request added to our queue promptly.

How do I add funding to an existing contract?

Submit a Contract Amendment Form and:

  • Explain the funding change in the description.
  • Attach supporting documentation such as amendments, quotes, proposals, or invoices from the vendor.