Through the budget and planning office, the contracts and risk management analyst processes contracts in accordance with the NSHE Procedures and Guidelines Manual, (Chapter 5, Section 3). Departments handle contract negotiations and preliminary arrangements with the agency or vendor, and may sign contracts under limited circumstances.
- Approvals and Signatures
- Purchase Documents
- Departmental Copies of Contracts
- Foundation Accounts
- Guest Speakers
- Contracts in Which TMCC Receives Fees for Services
- Software Purchases
- Purchase of Goods
- Trade-out Policy
- Volunteer Forms
Approvals and Signatures
In addition to following the usual purchasing procedures, the following approvals and signatures are needed.
- Contracts with a purchase of $1 to $2,000 must be signed by the person(s) with signature authority on the account(s) used for the purchase.
- Contracts with a purchase between $2,001 and $24,999, require the dean or department head's email approval or other electronic or written approval and the contract must be signed by the Vice President of Finance and Administrative Services.
- Contracts with a purchase between $25,000 and $49,999, require the dean or department head's email or other electronic or written approval, as well as the written approvals of the Vice President of Finance and Administrative Services and the cabinet member and the signature of TMCC's President.
- Contracts with a purchase price over $50,000 are typically handled by Business Center North (BCN) Purchasing and require a bidding process. BCN Purchasing has signature authority for TMCC to sign these contracts. Unless specifically requested by BCN Purchasing, the president's signature is not required on these contracts. However, the department should forward a copy of the completed contract to the grants, contracts and risk management analyst for TMCC's contract files.
In some instances, contracts will require the Chancellor's approval. For specific examples, see: NSHE Procedures and Guidelines Manual (Chapter 5, Section 3, Question and Answer 12)
The TMCC President's Office coordinates obtaining the Chancellor's signature. If the Chancellor's signature is required, expect at least two weeks, or longer, for the Chancellor's Office review and approval.
Please use the online Contract Forms. If an outside agency or vendor requests that a different form be used, please contact us. Many forms are available in MS Word format upon request to the TMCC Contracts and Risk Management Analyst
To provide TMCC protection from liability, evidence of insurance is required for many contracts. The NSHE Risk Management office coordinates the NSHE insurance program. A reference guide for contractor insurance requirements is available from BCN Risk Management. Any questions regarding insurance requirements for contracts should be directed to the contracts and risk management analyst.
TMCC must obtain insurance documents and keep them on file if the contract meets one or more of the following criteria:
- the contract requires insurance but does not involve an expenditure of TMCC funds, or
- the contract purchase amount is under $2,000, or
- the other contracting party lists a social security number on the W9 form.
BCN Purchasing collects insurance for contracts that do not meet this criteria.
See Also: Insurance Flowchart .
Depending upon the complexity of the contract, approvals needed, and the willingness of the other contracting party to work with TMCC, timely contract processing may require 30 days or more. Please ask the contracts and risk management analyst for a contract processing time estimate. Please submit contract documents to the TMCC Contracts and Risk Management Analyst or via intercampus mail to RDMT 330 B.
If the contract requires a purchase, please provide the following:
- a completed departmental purchase order or requisition;
- a completed IRS W-9 (if needed);
- a completed Vendor Application form (if needed);
- the contract information.
Submit to the TMCC Contracts and Risk Management Analyst. Only fully completed forms are sent to the cashier's office for payment.
Departmental Copies of Contracts
When a contract is finalized, the TMCC Contracts and Risk Management Analyst will email scans of the contract and related paperwork to the department. Records of contracts with a purchase between $1 and $2,001, are kept on file at the cashier's office and copies are available upon request.
The TMCC Foundation Office has its own bank account, as well as accounts set up in the Advantage system. If a contract is purchased with funds tracked in the Foundation Office's own bank account, the contract will need to be processed by the Foundation Office utilizing the Foundation's internal operating procedures. These foundation funds are generally recorded and tracked in the following unique organization codes starting with IA, IB, or IE.
Contracts purchased with other Foundation Office accounts will need to be processed using the TMCC contracts procedures.
One-time non-recurring guest speakers paid inclusive of all costs under $25,000, may be paid by completing a TMCC Guest Speaker form in advance of the event.
Recurring guest speakers or guest speakers paid more than $25,000, may be paid by completing -- in advance of the event -- the following forms:
Contracts in Which TMCC Receives Fees for Services
When a TMCC department agrees to render services in exchange for revenues, the TMCC department should process the agreement using its departmental processing procedures. However, grant-related fees for services agreements must first be cleared through the TMCC Institutional Advancement Office.
The TMCC Scheduling Office procedures and forms are to be followed when an outside entity wishes to use TMCC's facilities.
Purchase contracts for the purchase of software under $50,000 should be handled by normal purchase procedures. Please follow the purchase procedures in the TMCC Accounting Services User Procedure Manual.
Purchase of Goods
The purchase of goods under $50,000 with delivery handled by common carrier should be handled by normal purchasing procedures. Please follow the purchase procedures in the TMCC Accounting Services User Procedure Manual.
The Board of Regents Institutional Trade-Out Policy governs any trade-outs. Board of Regents Handbook (Title 4, Chapter 10, Section 26).
Volunteers must complete the required documentation and procedures at the TMCC Human Resources office.