New Request: Submission & Instructions

Requesting Department please Submit your intake using the ERAS Contract Request Form.

Follow the instructions below to complete and submit your request form.

Department Information

The first section of the form is used to capture the following:

Requesters Name/Email: All contract correspondence will be sent to the Requester
Request Type
Unit Information
Unit Authority: Unit Authority authorizing the purchase will be identified

Once submitted the request will first route to Unit Authority provided for Approval. If no response, auto notifications will be automatically sent to the Unit Authority requesting approval with a separate F/U necessary if no response.

We will still complete initial review if approvals are delayed, however, we must obtain approval before drafting and completing contract.

Vendor Information

This Section Includes:

Vendor Name: Select from dropdown an existing vendor or enter in a new Vendor name.
Is this Vendor a current or past employee or Student?
Business’ location
Vendor's Point of Contact name and email.

A substitute W9 is required from the Vendor to process payment. Vendor. If one is not current or on file our Contract Team will reach out to Vendor's Point of Contact to request.

Purchase Category

The Purchase Category contains a series of questions which will help assist us in determining if additional areas or departments on campus need to review or process the contract.

Examples Include:

Catering/BEO: If this category is selected, the following questions will auto populate

Is this for a non-campus meeting or event? If Yes, Instructions and Catering Waiver provided.
Does this contract include the purchase of alcohol? If yes is selected, you will be prompted to review the alcohol policy.

Branded Goods: Use of Logo on items being purchased

Will you be using UO Logo/Marks on goods purchased? If yes is selected: How to obtain approvals of logo/marks required through Communication,

Software License or Subscription

Will the vendor/contractor process, transmit, or store any confidential data points? If yes is selected, they will be required to answer Select all applicable data points
Will this be used by Employees or student employees only? If no, Accessibility Review Information will be provided.

After the Fact Contracts

Has this Event or Purchase already taken place? If you select yes, your request will be sent to PCS to process. This will be considered an after the fact contract and will take additional time to process vendor payment. Please include reason in Description Field provided.

Contract Terms

The Contract Terms section is used to enter a clear and highly detailed explanation for the purpose of the contract, the start and end date, the renewal type, and Department funding.

Goods / Service being provided or Name of Event: Enter a high-level description of the contract request in detail
Enter the Anticipated Contract Start Date/End Date. The Anticipated Contract Start Date should be greater than one week in the future
Contract Total: Enter the contract amount. If known also include Index to charge

Cost shared with another Dept?

If this box is selected, another field will dropdown. In that field, please provide the below details.

Unit sharing expense
Total Amount for Unit Sharing Expense
Index to charge
Approval Documentation (Email) required: If this box is selected, requester can upload approval documents or enter in the Unit Authority’s email sharing the cost. The submission will route to this Unit Authority for to approve their portion of expense.

Contract Renewal

One-time Contract should be chosen for contracts that are considered short term, such as an event or purchase of equipment.
Notify Staff to Renew should be selected for contracts that you would like to renew after the end date. For contracts marked as Notify Staff to Renew, email notifications will automatically be sent to the Requester and Unit Authority as a reminder that the contract is expiring within 180 days. A second and final reminder email will be sent 60 days prior to the end date

Attachment’s

Document examples to attach include

Sub W9
Approvals and/or Waivers
Vendor Quote or Proposal

SUBMIT!

Once you click SUBMIT, your request will automatically route to Unit Authority for approval. ERAS will receive a new request notification and will begin reviewing.

Note: Before submitting, you have the option to Send a copy of your answers to your email.