Procurement Services

Contracts & Property

Gateway has opened functionality to include the submission of Contracts by offering the a Contract Request Form. Generally speaking, Professional and Personal Services can be submitted on a Purchase Order without the need of a signed Contract. The Contracts Analyst assigned to your requisition will work with you and the vendor to determine the appropriate procurement method. Note: Gateway has functionality for Revenue ($0.00) and Facility-Use Agreements. Click here for a helpful guide on how to submit the Contract Request Form. Contact us with any questions.

When your department is ready to request a contract, please note the following:

  1. Ensure your Supplier is in Gateway. If not, please fill out a Supplier Add Form. Note: You will no longer be required to obtain the W9 and insurance up-front
  2. Complete a Request For Services PDF form
  3. Start a requisition in Gateway using the Contract Request Form, found on the homepage of Gateway.
  4. Attach your completed Request for Services Form, the Supplier-provided contract, or a UCSB Contract Template (Facility Use) to the very bottom of the Form in "Internal Attachments".
  5. Add the Form to your cart, and approve through Gateway workflow as usual.
  6. NOTE: if your contract is for UC-provided services (revenue to your department), you will need a Rate and Recharge package or approval through Budget and Planning. The approval is required annually, and adheres to Academic Personnel policy APM-020 and BFB policy A-56.

Procurement will review your Contract request, and work with your Supplier to obtain all necessary insurance documentation.

NOTE: If your contract request is for a hotel or venue for Entertainment purposes: Procurement will Close your PO and suppress the PO submission to the vendor. We will send the signed contract only. Invoices for Entertainment/Travel will not be paid in Gateway. While Procurement reviews your contract because it needs a signature, Accounts Payable still requires payment via Form 5.

Tips for Success

  • To ensure the quickest response, please complete all sections of the Request for Services form with as much detail as possible.
  • Complete the scope of work and include key milestones, dates, and expectations
  • Let us know if you have, or are planning to submit an insurance waiver request to Risk Services
  • Key Elements of the Insurance Section:
Request for Services Packet

Submitting a Contract Request:

1. Complete all sections on the Request for Services form
2. Obtain the vendor's scope of work, proposal, or agreement if aplicable
3. If Submitting via Gateway, use the Contracts Request Form in Gateway, and attach your completed Request for Services PDF
4. If submitting outside of Gateway, send the completed and signed Pre-Gateway form to contracts@bfs.ucsb.edu

Procurement Services will work with your vendor to obtain the W9 and insurance certificate, if applicable.