Contract Management

Frequently Asked Questions (FAQs)

1. How long will it take to process my contract?

• One-time events (guest speakers/performers, hotels, space rentals, game contracts, etc.): 1-2 weeks
• Construction/professional (engineering/architectural) services contracts managed by TTU Operations: 2-3 weeks
• General business agreement: 2-5 weeks
• Study abroad/foreign vendor: 7-9 weeks
• Air charters: 7-9 weeks
• Other state/local agencies that require approval by their board prior to execution: 7-9 weeks
• Technology hardware/software and scientific equipment with software less than $100,000: 4-7 weeks
• Technology hardware/software and scientific equipment greater than $100,000: 7-12 weeks
• Any contract exceeding $1,000,000 or requiring BOR approval (exceeding five years, vending machines, or consulting): 10-12 weeks
• Departments must keep the Contract Management Office apprised of any upcoming deadlines or emergencies. The Contract Management Office cannot guarantee the completion of any contract by the requested deadline, but will make all efforts to assist. 

2. Can I sign a contract?

No TTU department, faculty member, staff, or student should sign contracts on behalf of TTU/TTUS without delegated signature authority from the TTUS Board of Regents (BOR). The TTUS BOR delegates signature authority only to certain people. Anyone who inappropriately signs a contract without delegated signature authority could be held personally liable. If there are any questions regarding the signature authority of a document, please contact contracting@ttu.edu for review prior to signing. 

3. When is a requisition required?

A requisition is required anytime there is a payment obligation by TTU/TTUS associated with a contract that is not being paid with a card.

4. My contract is a revenue agreement or has no cost associated with it. What now?

All revenue or no-cost agreements should be sent to contracting@ttu.edu directly for processing and must be accompanied by a contract routing sheet.

5. I would like to make a purchase on the PCard and there is a contract/terms and conditions associated. What do I do?

Please email the PCard team at purchasing.pcard@ttu.edu to see if the purchase is allowed on a PCard or if it will require any exception forms. The associated contract/terms and conditions should be sent to contracting@ttu.edu directly for processing and must be accompanied by a contract routing sheet.

6. Where can I find a contract routing sheet (CRS)?

The most up-to-date CRS is always available on the TechBuy home page and on the forms page of the Procurement Services website. 

7. Can you put a rush on a contract?

Departments must keep the Contract Management Office apprised of any upcoming deadlines or emergencies. The Contract Management Office cannot guarantee the completion of any contract by the requested deadline, but will make all efforts to assist.

8. When will the vendor receive a PO?

If a requisition is submitted, a PO is created after a contract is fully executed by all parties and the requisition is approved. Please direct all questions regarding POs to the Strategic Acquisitions Team at strategic.acquisitions@ttu.edu and all questions regarding invoices and payments to the Payment Strategies Team at payment.strategies@ttu.edu. 

9. Can I negotiate with the vendor?

It is the responsibility of the Contract Manager from the Contract Management Team to negotiate the terms and conditions in a contract. The Contract Manager will loop in the department during negotiations as needed. Please see TTU OP 72.04 for duties of the Contract Administrator and TTU OP 72.02 for duties of the Contract Management Department. 

10. Why do I need a contract routing sheet (CRS)?

The contract routing sheet is an internal document that is used by the Contract Management Office to keep track of each contract, to assess levels of risk, and to ensure that each contract has been reviewed by the appropriate parties.

11. Who do I contact with my contract-related questions?

Please reach out to contracting@ttu.edu with your contract-related questions. This email account is monitored by multiple members of the Contract Management Office. Please do not email team members individually, as this could result in delayed response times. We also have a Microsoft Teams channel for support. You can join the channel by clicking on the TTU Procurement Services Support link, or by emailing procurement.bi@ttu.edu.

12. Will your office sign anything through DocuSign or AdobeSign?

Because of the recent rise in fraud, the Contract Management Office will not sign anything sent directly to them via DocuSign or AdobeSign. All documents must be downloaded and sent to the Contract Management Office as a PDF or Word document. The Contract Management Office will review requested exceptions to this policy on a case-by-case basis.