Contracts

The Travel Office works with Procurement and General Counsel to manage the contract process as efficiently as possible. The process is outlined below.

• Department Representative gets contract from vendor. 
  • Dept Rep makes sure to gather a signed addendum up front from the vendor (for those standard hotel agreements which we have an addendum for). You can find those here: https://procurement.uark.edu/forms.php.  
  • Dept Rep fills out Legal Review Form (LRF). 
• Contract, any signed addendums, and LRF sent to gckrev@uark.edu  from Dept Rep.  
  • Vendor name 
  • Budgetary Unit (four letter code is fine) 
  • Due date: this must be an actual date, not “ASAP” or “April” 
    
    • Subject or body text of email must include: 
    • Documents must be helpfully named: “BSVC Contract Embassy Suites Workday 2020", “LRF BSVC Contract Embassy Suites Workday 2020,” “BSVC Contract Embassy Suites Workday 2020 signed hotel addendum.”  
• General Counsel reviews contract, addendums, and LRF and sends back to department representative with signed LRF or requests additional signatures/documentation.  
• Departmental representative sends all documentation to Travel Office uatravel@uark.edu. 
• Travel Office sends signed LRF, contract, and any adjustments or addendums to Agency Procurement Official (APO) for signature.  
• APO reviews all documents and signs if acceptable. Forwards signed contract/addendums back to Travel Office. 
• Travel Office forwards signed contract back to Dept Rep.  
• Dept Rep sends signed contract to Vendor.
• Dept Rep then renders payment by purchase order or t-card.