Contract Training Presentation Overview at UNT Health System
This Contract Training Presentation provides an in-depth look at various aspects involved in contracts, including contract basics, flow, and liaison responsibilities. It complements UNT System policies and regulations, discussing the legal review of contracts governed by the University of North Texas System Board of Regents Rules. Training facilitators and areas involved in contracts are introduced, emphasizing the importance of effective communication and cooperation in handling business contracts. Office of Contract Administration and Contracting Organization's roles in facilitating and enforcing business contracts are highlighted. BSC Purchasing's responsibility for compliance with purchasing guidelines and the Requisition-to-Purchase Order Processing is also discussed.
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Presentation Transcript
UNT Health UNT Health Contract Contract Training Training UNTHSC Office of Contract Administration UNT System Office of General Counsel July 10, 2012
Agenda 1. Introductions 2. Overview of all areas involved in contracts 3. Contract Basics 4. Contract Flow (Areas of Responsibility) 5. Contract Liaison Responsibilities 6. Delegated Authority 7. Summary & Review of Routing Processes
The University of North Texas System Board of Regents Rules ( Regents Rules ) govern legal review of contracts and agreements. This Contract Training Presentation is intended to supplement UNT System policies, regulations and the Contracting Handbook.
T raining F acilitators INTRODUCTIONS
Introductions Office of Contract Administration Lane Nestman Director Christine East Contract Administrator Patrice Victor Contract Administrator Office of General Counsel Alan Stucky Jenny Urquhart Lindsey Bartula
O verview AREAS INVOLVED IN CONTRACTS
UNT Health Department Contract Liaison establishes and maintains communication about business contracts for mutual understanding and cooperation. Department
Contracting Organization The Contracting Organization enters into business contracts with UNTHSC and makes them enforceable obligations of both parties. Contracting Organization
BSC Purchasing BSC Purchasing is responsible for compliance with established purchasing guidelines, Texas procurement requirements, and Requisition-to-Purchase Order Processing. BSC Purchasing
Office of Contract Administration (OCA) The Office of Contract Administration facilitates business contract processing, routing and administration for the UNTHSC. Contract Admin.
Office of General Counsel (OGC) The Office of General Counsel represents the UNT System and its Component Institutions, in all legal matters and approves contracts only as to legal sufficiency. Office of General Counsel
UNTHSC Signatories UNTHSC Signatories have delegated authority to approve and execute business contracts. Execution of contracts creates contractual obligations for UNTHSC. UNTHSC Signatories
D efinitions CONTRACT BASICS
What is a Contract? A contract is more than words on a piece of paper It s how we conduct business.
What is a Contract? By definition, a contract is an agreement between two parties usually to exchange goods or services. Treat any written document setting out mutual promises or obligations as a contract.
What is a Contract? All contracts entered into by the System or an Institution must be in writing, approved and executed by individuals with appropriate authority to bind the UNT System or Institutions, regardless of whether the contract requires legal review.
C ontract F low AREAS OF RESPONSIBILITIES
Department Responsibilities Negotiates the business terms of the contract with the Contracting Organization. Ensures that UNTHSC can perform the obligations set forth in the contract. Prepares contract for routing once the contract has been drafted, reviewed and approved at the department level.
Department Responsibilities Completes UNT Health Routing Slip. Prepares at least two (2) originals of the contract for signature. Obtains necessary department approvals: Chair/Director signature Contract Liaison/UNT Health CFO signature
UNT Health Routing Slip OCA generates this number. Upload to requisition in ePro
UNT Health Routing Slip Review and Recommendation Signatures Review and Recommendation Signatures I have reviewed the attached agreement or contract and recommend entering into this agreement as written. In addition, I can confirm that we do have available resources to fulfill all of the obligations contained in this agreement or contract, and it is within the mission of the department or area of responsibility. I feel this agreement or contract is a proper activity to enter into, that it will be beneficial to UNTHSC, and complies with UNTHSC policies.
REMINDER If your contract has an expenditure, submit the contract and completed UNT Health Routing Slip electronically to BSC Purchasing with an EIS requisition for review and processing.
Department Responsibilities Routes the contracts, Routing Slip, any applicable exhibits & addendums and if applicable, any special instructions for routing or execution to OCA for further processing.
OCA Responsibilities Reviews the Routing Slip to ensure all required information has been provided and signs the Routing Slip. Briefly reviews contract terms and the signature lines on the contract. Assigns the HSC Contract Number Creates a record in the UNTHSC contract DB.
OCA Responsibilities Routes the contract, Routing Slip, any applicable exhibits & addendums and if applicable, any prior contracts to OGC via email for legal review.
OGC Responsibilities Reviews the contract to ensure that it is legally sufficient. If contract meets all legal requirements, OGC indicates approval on UNTHSC Routing Slip. If contract does not meet legal requirements, OGC provides legal advice regarding the specific issues.
Healthcare Legal Issues HIPAA Stark/Anti-Kickback Debarment
Standard Agreements Standard Agreements are form contracts that have been pre-approved by OGC and require no further legal review in the routing and approval process. Standard Agreements are designed to facilitate a department s contracting process when there is a repeated need or use for the same agreement form.
Contracting Handbook The University of North Texas System Office of General Counsel (OGC) provides the Contracting Handbook Contracting Handbook, which includes important information, explains basic legal terms and concepts, has forms, checklists, and other tips to help individuals. Available online at OGC webpage: http://untsystem.unt.edu/generalcounsel/
Contracting Handbook Contract Checklist State Contracting Requirements Delegated Authority
OCA Responsibilities Upon receipt of documents from OGC, OCA prepares the contracts for routing. Routes the documents to the next signatory on the Routing Slip. Updates the UNTHSC contract database at each step to reflect the current status of the contract.
UNTHSC Signatories Sign the Routing Slip and/or the contract. Delegated Authority to approve and execute UNT Health contracts, including contracts for the provision of medical services on behalf of UNTHSC: Executive Vice President of Clinical Affairs and Business Development and President/CEO of UNT Health or his/her designee and the Vice President for Finance and CFO or his/her designee. *
UNTHSC Signatories NOTE: If you are not one of the individuals with signature authority, don t sign on behalf of the University. It is a violation of the Regents Rules if you do, and you could be held personally liable for the contract. A contract that is not approved in accordance with this Regents Rule is void.
UNTHSC Signatories UNT HEALTH CONTRACTS UNT Health contracts with a monetary value of $100,000 or more are routed to the UNT Health Board Chair for review and approval signature on the Routing Slip.
OCA Responsibilities Upon receipt of documents from UNTHSC Signatories, OCA updates the UNTHSC contract database. If all of the HSC signatures on the Routing Slip and original contracts have been completed but the Contracting Organization signature has NOT been completed, OCA returns original contracts to department.
Department Responsibilities The department Contact Person or Contract Liaison is responsible for obtaining signatures from the Contracting Organization. DO NOT SEND THE ROUTING SLIP OR ANY COMMENTS OR ADVICE FROM THE OGC TO ANY THIRD PARTIES WHEN NEGOTIATING OR CORRESPONDING.
Contracting Organization Signs both contract originals. Returns one executed, original of the contract to UNTHSC.
Department Responsibilities Maintains copy of executed contract. Returns an executed, original of the contract to OCA for the UNTHSC contract file. Monitors for proper performance of the contract and renewal/termination dates.
OCA Responsibilities Scans all executed contracts to maintain the electronic record of UNTHSC business contracts. Serves as the repository of all original, fully executed, hardcopy contracts. If applicable, provides a copy of the executed contract to BSC Purchasing in order to facilitate processing the requisition into a Purchase Order.
Contract Routing General Time Lines Standard or Template Agreements with no Substantive Changes: typically reviewed, signed by UNTHSC signatories and returned to the Initiating Department within 7 7- -10 10 days days. Other Contracts typically reviewed, revised (if necessary), signed by UNTHSC signatories and returned to the Initiating Department within 14 days. 14 days.
R esponsibilities CONTRACT LIAISON
