This page explains how to submit a Contract Request Form (CRF). A CRF is used to capture the details Purchasing staff need to create or review a contract. Review SOP-PURCH-12: Purchasing Contracts and Signature Authority to learn when a contract is required.
You will need the following information to complete this form:
- An active and approved supplier record with a Registration Type of Profile 1, Profile 2, or Individual.
- The supplier’s name
- The BUY.IU Supplier ID (“p” number)
- PDF or other digital copies of any prior discussions with the supplier, department needs related to this agreement, or any other related documentation.
- Web addresses to the supplier’s website or other websites relevant to the request.
- If the supplier provided a document that requires review and signature: a PDF or other digital copy of the documentation.
Review the Search for a Supplier page for help locating supplier information.
Step 1. Log into BUY.IU and select the Contracts menu.
Step 2. Select the Requests option.
Step 3. Select Request Contract to open the Create Contract Request window.
Step 4. In the Select Contract Request Template dropdown, select PO Purchasing Contract Request
Step 5. Under Contract Request Name, enter a short description of the contract and event dates, for example, (enter example name here).
Step 6. Click Submit.
Step 7. On the Instructions page, click Next in the upper right corner.
Step 8. The Contract Request Name field auto populates with the contract name you entered when creating this form. Leave this as-is. Click Next.
Step 9. On the Attachments page, click Add Attachment to upload your contract document. If needed, click Add Attachment again to upload additional documents or links to your request. Attach any documentation that will help Purchasing determine how the contract should be executed.
Never upload documents containing Critical Data to this form. Visit the IU Data Management’s Critical Data Guide for help identifying and properly redacting Critical Data.
Step 10. Click Next in the top right corner of the page.
Step 11. Click Save Progress at the top of the page.
Step 12. In the Contract Name field, enter the name you’d like this contract to have.
Step 13. Open the Select Type of Agreement that is needed drop-down, and select the option that describes the type of agreement you are requesting. This selection affects what questions will be asked on the form. Click the menu below to review a table that describes when each option should be used.
| Drop-down option | Description |
|---|---|
| Services | Use for services such as consultants, photographers, contractors (do not use for performers, Jacobs School of Music, speakers, or other performing artists). |
| Goods | Use for purchasing physical objects, including goods with a service component. |
| Performers/Speakers/Performing Artists | Use this for all performers, including Jacobs School of Music, speakers, and other performing artists. |
Step 14. Open the IU agreement needed, or Supplier contract attached? drop-down and select one of the following:
- IU Agreement Needed: Select if the supplier did not provide a contract and you need Purchasing to create one.
- Supplier Contract Attached for Review: Select if the supplier provided you with a contract that needs to be reviewed by Purchasing. The supplier-provided contract must be uploaded to the Attachments section of the CRF. Be aware that Purchasing may create their own contract even if a supplier contract has been uploaded.
Step 15. In the Second Party field, enter the name of the supplier who you are entering into an agreement with. Type the supplier’s name in the field to search for it and select it from the list of options that appear.
If the supplier does not appear, they have not completed supplier registration. You cannot submit a contract request until supplier registration is complete. Review the Non-Catalog Order (Purchase Order) Supplier Request instructions.
Step 16. If your agreement involves more than one supplier, enter the name of the second supplier in the Additional Second Parties field.
Step 17. If you have additional second parties that have not already been added, enter their names in the Additional Second Parties (if not found in Additional Second Parties search) field.
Step 18. Use the Title of Supplier drop-down to select the title that best describes the individual or company you listed in the Second Party field.
| Drop-down option | Description |
|---|---|
| Supplier | An individual or company which provides any services or goods. |
| Artist | A person who creates paintings or drawings, or a performer/entertainer. |
| Contractor | An individual or company which provides any services or goods. |
| Speaker | An individual who is sharing knowledge or entertainment with an audience. |
| Lecturer | An individual who is an expert on a specific subject, who designs and delivers educational courses. |
| Performer | An individual who entertains. |
Step 19. Select “Yes” to the Do you have supplier contact information question if you have a point of contact with the supplier.
Step 20. If you selected “Yes” in Step 19, the Please enter supplier’s contact information (e.g. name/email/etc) appears. Enter your supplier contact’s information. This should include their name and at least one contact method you are using (such as email address, phone number, etc.)
Complete the following fields by typing in the date or using the calendar tool to select it.
Step 21. Enter the date the contract needs to be available in the Start Date field.
- Check the box next to “Update Start Date Upon Execution” if the start date of the agreement should match when the agreement is finalized.
Step 22. Enter the date the contract should no longer be available to use in the End Date field. Select one of the options listed below.
- Expires On: The agreement ends on a specific date. Enter the date in the field or select it using the calendar tool.
- No Expiration: The agreement does not have an end date. No additional information is required.
- Term: The agreement ends after a defined number of days, weeks, or months. Enter the number of days, weeks, or months and select the unit of measure from the drop-down menu.
Step 23. Do not enter information in the Auto-Renew, Renewal Term, Renewals Remaining fields. These fields are used by Purchasing staff.
Step 24. Use the Effective Contract Start Date calendar tool to select the date you expect contract work to begin.
Step 25. Select one of the three options in the Will the place of performance be in the United States? drop-down list.
- Yes: Select if a service will be provided within the United States.
- No: Select if a service will be provided outside of the United States.
- Goods Only – Does not apply: Select if your contract is only for goods and there is no service component.
Step 26. If you choose Yes in Step 25, the State of Work Performance field appears. Enter the name of the state where the work will be performed.
- If you choose No for Step 25, this field will appear as Country of Work Performance. Enter the name of the country where the work will be performed.
Step 27. Enter the Department Name of the department requesting this contract.
Step 28. In the Department Representative fields, enter the contact information of the person who knows what the agreement is for in detail. Purchasing may contact this person to ask questions as they review and execute the contract. Note: the screenshot below is an example. Please enter your own department’s contact person.
Step 29. Click Next in the top right corner of the page.
Step 30. Click Save Progress at the top of the Questions – Purchasing page.
Step 31. Select the Commodity Team which best describes the type of service you are contracting. The option chosen here determines which Purchasing team reviews your contract. Purchasing will reassign the contract to another team if needed.
Step 32. Select “Yes” for Is the supplier requesting a payment in advance upon execution of agreement? if the supplier requested a deposit or other form of prepayment.
- Enter the Prepayment amount request in the Deposit Amount field that appears.
Step 33. Select the currency the supplier requested payment in from the In what Currency will payment be made? drop-down. Supplier profile must match what they have requested. Look at the Locating a Supplier’s Preferred Currency page to confirm the currency they are requesting is their preferred currency in their supplier profile.
- If you select “Other” in Step 33, enter the requested currency in the Currency – Other field.
Step 34. Select the Travel Expense drop-down option which best describes your contract needs.
- Travel expenses and other expenses are included in the fee: The supplier will not request reimbursement for travel or other expenses. All fees are captured in the agreed upon fee.
- Travel expenses will be reimbursed upon submission to the University of original receipts: The supplier will request reimbursement for travel and other miscellaneous expenses as they are incurred. These extra expenses are not captured in the fee.
- Goods Purchase ONLY – N/A: Select if the agreement does not involve services.
Step 35. Explain why the supplier requires reimbursement for travel in the Why are travel expenses not included in the fee? field. This field appears when option b is selected for Step 34. Best practice is to include supplier costs in the contract payment.
Steps 36-38 are not required but provide additional options which may be relevant to your specific contract request. Anyone added in these fields will receive notifications about the contract and be able to view the signed agreement.
Step 36. The Department Representative entered on the last page will have access to the final contract. If another individual needs to view the contract, enter their information in the Name and email address of individual in the department with a business need to view the final contract. These situations are rare. An example of an individual with a business need could be a Dean or Fiscal Officer who wants access to the contract.
Step 37. If you entered individuals in Step 36, use the Define the business reason for department access to final agreement field to explain why they have a business reason to view the final agreement. Purchasing will review this justification and determine whether the business reason is valid.
Step 38. Use the Comments? field to communicate any additional comments or details on the contract request which were not captured previously on the form.
Step 39. Click Next in the top right corner of the page.
Step 40. The final page of questions will be different based on the Type of Agreement you selected on the General Contract Information questions page. The final page of questions is in the tab to the right of the Purchasing tab at the top of the page.
Click the option below that corresponds to the questions page you need to complete to view instructions for how to complete it.
The Questions – Professional Services section opens. This section captures details about services covered by the agreement as well as the details of payment terms.
Step 1. Click Save Progress at the top of the Questions – Professional Services page.
Step 2. Enter three to five words that describe the services to be provided in the Description of Services – 3 to 5 Words field.
Step 3. In the Describe Services, Goods and/or Products in Detail field, enter a longer description of the work which will be done as part of this agreement. Some examples of details to include are: whether the service will be performed in person or virtually, when the service will be performed, who you expect to receive or use the service, if the service is part of a larger planned event, etc.
Step 4. Enter the total amount which will be paid to the supplier as part of this agreement in the Consultant Fee (Including Deposit Amount) field. Include any deposit amount in this total, if applicable.
Step 5. Select the Payment Terms option which best describes how payments will be made to the supplier. Select one of the following:
- Payment will be made upon completion of project and after submission of an invoice: The supplier will submit one invoice that captures all work performed after work is complete.
- Payment will be made monthly upon submission of an itemized invoice: The supplier will submit invoices as work continues to be performed.
- Other: Select if neither of the other options describe how payment will be made.
Step 6. Select “Yes” for Is this order for a Study Abroad Trip? if the agreement involves student travel outside of the United States.
Step 7. Click Next in the top right corner of the page.
The Questions – Goods section opens. This section is used to describe the goods covered by the agreement as well as the details of payment terms.
Step 1. Click Save Progress at the top of the Questions – Goods page.
Step 2. Description of Goods being provided: Enter three to five words that describe the goods being provided or purchased.
Step 3. Provide a detailed description of the goods the agreement will cover in the Describe the Goods and/or Products in Detail field. Some examples of details to include are: quantity of goods, variety of goods, technical specifications, how the goods will be used, etc.
Step 4. Enter the total cost of the goods for this agreement in the Cost of Goods field.
Step 5. Select one of the following Payment Terms-G options:
- Payment will be made upon delivery of goods based on supplier payment terms: The supplier will submit invoices as goods are delivered.
- Other: Select if a different payment schedule will be used and describe how payment will be made in the If Payment Terms is “Other” please explain field.
Step 6. Click Next in the top right corner of the page.
The Questions – Performers/Speakers/Performing Artists section opens. This section is used to describe the services that will be provided by the performer, speaker, or performing artist, as well the details of payment terms.
Step 1. Click Save Progress at the top of the Questions – Performers/Speakers/Artists page.
Step 2. Enter a detailed description of the services that will be provided as part of this agreement in the What service(s) will be performed field.
Step 3. Enter the performance time(s) in the Schedule of Performance field. If there are multiple performances, enter the time of each performance.
Step 4. Enter the Date(s) of visit in MM/DD/YYYY format. If the supplier will perform on multiple days, enter a date range or separate the dates with a comma.
Step 5. Enter the Total Cost of the agreement here, including any deposits.
Step 6. Is this supplier an Agency working on behalf of the Performer/Speaker:
- Yes: The supplier profile being paid is a talent agency or other organization that represents the individual who is performing.
- No: The supplier profile being paid is the individual who is performing.
- Is the US agent representing a non-US person: Appears when option a is selected for Step 6. Select Yes if the Performer/Speaker is a non-US person. Select No if the Performer/Speaker is a US person.
- If you select Yes for option c, read the attestation on performer immigration documents review and check the box.
Step 7. Click Next in the top right corner of the page.
Step 41. Click Save Progress at the top of the Acknowledgement Statement page.
Step 42. Next to the text that reads “I am aware I must create a non-catalog order requisition and mark the 'Contract Creation' option in the Compliance section for Purchasing to begin working on this contract request as noted on the Instructions page of this form,” mark the box to indicate “I acknowledge this statement.”
Step 43. Click Next in the top right corner of the page.
Step 44. Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.
Step 45. To revisit a page, click Edit next to it and locate any unfilled required fields on that page.
Step 46. Save or copy the Form Number in the document summary somewhere you will be able to find it. This number must be included in the requisition associated with the agreement.
Step 47. Click Complete Request to submit your contract request.
Purchasing does not begin contract work until the associated requisition routes to them for approval.
Visit the Place a Non-Catalog Order page to learn how to submit a requisition.