Procurement processes all goods and services contracts outside of construction, copyright, patents, and research.

View a matrix of which campus office processes each agreement type (Document)

Generally speaking, all services can be submitted on a UCSB purchase order without the need for a signed contract. Not sure who can sign? View a list of individuals at UCSB with official delegation of authority for contracts.

If a vendor is asking you to sign a contract, quote, agreement, or statement of work, please do not sign. Email us at contracts@bfs.ucsb.edu for the best method to proceed. We can let you know if you need a contract or if you can submit the document using a standard purchase order in Gateway.

Procurement is available to process and execute contracts for travel and entertainment if a contract is absolutely necessary. Not all suppliers actually require a contract to be signed to hold a room or reservation; use of the Corporate Card can be appropriate in these cases. Contact us at contracts@bfs.ucsb.edu with any questions.

If your vendor absolutely requires a signature on their contract, or if you want us to write a contract, please submit a Contract Request Form in Gateway. Please allow at least two weeks of lead time; while some contracts are simple and can be processed within a week, others are very complex. As a small office, we need your help to ensure ample time for negotiation.

View our Contract Considerations Checklist (Document)

Submitting a Contract Request:

  1. If you have a contract that your vendor provided, attach it to your Contract Request Form in Gateway.
  2. If you need the Contracts Department to write a contract, please complete all sections on Form I: Request for Contract (link below) and attach it to the Contract Request Form in Gateway.
  3. If the services are on a federal contract over $10,000 or on a federal grant or cooperative agreement over $50,000, please be sure to attach a completed Form A (link below).
  4. Remember, all purchases over $99,999.99 need to be competitively bid.

Is your department going to provide a service to an external client? View information about UC-provided services (revenue or income to the UC).

You do not need a contract for the following:

  • Translation.
  • Transcription.
  • Editing services.
  • Interpreting services.
  • Note-taking.
  • Data entry.
  • Website updating or simple creation.
  • Honoraria: Speakers and lectures do not require a contract if being paid in full via an honorarium. See UC Accounting Manual D-371-35 and UC Accounting Manual D-371-16 for details.

Tips for Expediting the Contract Process

  • Ask the vendor if they will accept a purchase order in lieu of signing a contract.
  • Please attach Form A: Federal Funds Price Justification and Source Selection if using a federal contract fund over $10,000, or federal grant or cooperative funds over $50,000. Download Form A (Document).
  • If your department is asking Procurement Services to write a contract, please attach a fully completed Request for Contract form (Document) providing the essential "who, what, where, when, and why" information.
  • Know what the Statement of Work (SOW) is; if you do not know what the SOW entails, it is likely the procurement team will not either!
  • If using a supplier-provided contract:
    • Ask your supplier to use the official legal entity name: The Regents of the University of California (not "UCSB," "UC Santa Barbara," or the name of an individual employee).
    • Double-check that the supplier has entered the correct dates.
    • Ensure the vendor contract sent over is the final version or the version the department has approved.
    • Do not also submit a Form I: Request for Contract.
    • Do not sign the contract, Statement of Work (SOW), quote, or proposal. Only Procurement has signature authority to bind the Regents into an agreement; signing these yourself will delay processing as we may need to backpedal with your supplier.
    • If the supplier and location are the same as a previous contract, please ensure the supplier has included the same changes made last year. This is the fastest way to get your contract processed.
    • Add a comment to your Gateway requisition letting us know your department has read the contract and agrees to the requirements. Procurement will ensure the contract meets UC policies and contains favorable terms, but certain provisions—such as cancellation penalties, attendee guarantees, and product use—are specific to and subject to the end-user's acceptance.
  • If you intend to ask for an insurance waiver from Risk Management, please only submit the Contract Request Form after you receive the signed waiver from Katherine Hullinger or Ron Betancourt.
  • You can always submit the vendor information before you have a contract ready to pass over to Procurement. When negotiating with your supplier, feel free to send them our Business Information Form (Document). You can use the completed form for the Gateway Supplier Add Form.
  • View our Contract Considerations Checklist (Document).