• When do I need a formal contract with a company/individual?

    In determining whether a contract is required:

    1. First, look at the amount of the fee. If the fee is $10,000.00 or less annually, no contract is required unless items 2 and/or 3 below apply.
    2. If there are terms or conditions or a signature is required, a contract is always required, regardless of fee amount.
    3. If the agreement meets one of the listed agreement types and corresponding criteria, a contract is required.
  • Are contract templates available for me to use?

    Yes. Use of UAB’s approved contract templates is encouraged and assists with an expedited review process. Download various contract templates.

  • If the company/individual requires a cash down payment or deposit, do I need a contract?

    Maybe. If the total amount to be paid (including deposit) is above the appropriate contract threshold, a contract is required. If not above the threshold, a contract would not be required UNLESS a signature is required or there are terms and conditions.

  • When is a Vendor Disclosure Statement required?

    If the agreement is a cost to UAB and the fees will not be paid by University P-card, the vendor must be registered and active in iSupplier prior to submission to University Contracts. The vendor must also have a valid Vendor Disclosure Statement on file with iSupplier. A valid Vendor Disclosure Statement is one that has been signed by the vendor within the past twelve (12) months of the date of contract submission. Contracts will be rejected if submitted without proper iSupplier registration and/or for lack of a valid Vendor Disclosure Statement.

    Note: iSupplier vendor registration, including a Vendor Disclosure Statement, is not required for zero cost agreements and revenue to UAB agreements. For these agreement types, please leave the vendor field blank in CMS.

  • When do I need an Event Approval Form?

    An Event Approval Form is required whenever UAB will sponsor an off-campus event whether or not any UAB funds will be spent or when a non-UAB sponsored event will occur off-campus and UAB funds will be spent. An Event Approval Form is only required for events occurring off-campus and must be signed by a member of Financial Accounting. The signed Event Approval Form must be included with the initial submission to University Contracts. If you have questions about the Event Approval Form, please contact Financial Accounting at (205) 934-9330.

    Note: An Event Approval Form is not required if the event is an official UAB event oriented towards students/trainees, endowment-funded lectureships, or ticket events.

  • When do I need a Personal Services Form?

    A Personal Services Form is required if UAB will pay an individual to perform services. The Personal Services Form must be signed by a member of This email address is being protected from spambots. You need JavaScript enabled to view it.. The signed Personal Services Form must be included with the initial submission to University Contracts. If you have questions about the Personal Services Form, please contact This email address is being protected from spambots. You need JavaScript enabled to view it. or the Executive Director of Procurement at (205) 934-4515.

  • When is an IT ticket required?

    An IT ticket is required for any contract that contains a software or IT component. Please note a new IT ticket is required for any agreement renewals or amendments. The IT ticket number must be included with the initial submission to University Contracts.

  • Should the agreement be signed by the vendor before it is submitted to the Contract Management System (“CMS”)?

    No. It is best to submit the agreement unsigned (and in MS Word format) because edits are usually made during the approval process. Once the final form of the agreement is approved, University Contracts will send out a signature request to the vendor directly.

  • What do I put in the fee schedule if I don’t know exactly how much the vendor will charge? Can I just put “as invoiced?”

    “As invoiced” is not sufficient. There are a few methods to provide some structure to the fee schedule, even if you don’t know exactly how much it will ultimately cost, such as (1) include a requirement that the vendor must provide a quote for each work project, and receive your approval of the quote, before work begins; (2) obtain and attach a “rate sheet” from the vendor that itemizes what will be charged for each product or service; (3) indicate the cost per hour, cost per unit, etc., as applicable.

    Tip: Please refer to the fee schedule and corresponding instructions in the UAB fee-for-service template for additional guidance.

  • How do I process an amendment in the Contract Management System (“CMS”)?

    To amend and/or extend a contract that was processed originally in CMS, please submit a new contract with a contract type of “Amendment” in CMS. The Parent Contract number should be the number of the original contract that is being amended.

    To amend and/or extend a contract in CMS that was processed originally in the old Dashboard system, please submit a new contract with a record type of “Contract” in CMS. The Legacy Contract number should be the number of the contract that is being amended. Please include a copy of the contract that is being amended as a “Support Document” in the “Documents” tab/section in CMS.

  • I received a system generated email stating that my contract is due for renewal. What do I do?

    You received this automated notice/email because the contract expires in 60 days. If you do not need to extend the agreement, please disregard the email. If you would like to renew or extend the agreement and are unsure how to proceed, please contact University Contracts (This email address is being protected from spambots. You need JavaScript enabled to view it.) for assistance.