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:
- 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
- Complete a Request For Services PDF form
- Start a requisition in Gateway using the Contract Request Form, found on the homepage of Gateway.
- 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".
- Add the Form to your cart, and approve through Gateway workflow as usual.
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:
- Determine if services are exempt from insurance. A list of exempt activities can be found on the Risk Management website at: http://www.riskmanagement.ucsb.edu/Forms/rm/factsheets/FS_Exemptions.pdf
- If the activity is not exempt from insurance, it is critical that the prospective Supplier be able to provide insurance.
- If the vendor does not have insurance, the vendor may be eligible for insurance through the UC Vendor/Contractor Insurance Program.