When do Contract Requests Need to be Submitted to iContract?

• When a new contract needs to be drafted or reviewed.
• When an existing contract needs to be amended or renewed.
  • The contract request must reference the existing contract ID.
• When a provider is being added or removed from a contract via the provider update form.

If a container already exists but requires more information, please send an email to the contracting office.

Types of Contract Processes

• Standard Contract Process - This process applies to all contracts that are not on UCR-approved standard templates.
• Expedited Contract Process - This process may be used for contracts that are drafted on UCR-approved standard templates.

Starting the Contract Process

A completed contract request form, with all approvals and financials, should be submitted to iContracts.

Agreements should not be sent directly to legal counsel.

Completed Contract Requests

A completed contract request contains:

• The proper legal name of the external contracting party, found on the W-9 or copy of the statement of information
• The contracting party's contact information.
• Length of agreement, including the effective date and expiration date of the agreement.
• Summary of the obligations of UCR and the contracting party.
• iContracts number of any related agreement.
• Stark Form
• Associated UCR physicians.
• Department applicable.
• Projected start date.
• Financials, such as signed Proforma, service rates, invoicing terms, etc.
  • FMV assessment required for agreements valued at $250,000 or more annually.
• The proposed agreement as a Microsoft Word document, not as a PDF (if not created or reviewed by contracting).
  • If the contracts that does not contain an agreement document, Contracting will assume that it is expected to draft an agreement or amendment unless instructed otherwise.

Tips for Submitting

• Always leave first bullet point alone.
• Contract name is the name of the external party.
• Change contract type to “new request.”
• The FAO is the owner.
• Folder name should be changed to “new request.”

When is a Contract Ready for Signature

• When all Internal parties have reviewed the contract and agreed to all changes.
• Approval indicated on Contract Review Form (“CRF”).
• CRF is sent to Dean to inform her that internal approval has been reached.
• When the opposing party has review and agreed to all changes.

Policies for External Signatures

• If requested by internal, Contracting can send via DocuSign.
• UCR SOM only accepts two forms of electronic signature: DocuSign and AdobeSign.
• If not electronic signature, then SOM accepts wet signature.
• Inform external party that they should provide 2 original wet signatures for the Dean’s signature.

Signing Contracts Internally

Generally, once Contracting receives partially executed agreement with external party’s signature, Contracting will send for the dean’s signature via DocuSign (unless wet signature is required).

The dean will not sign any agreements that come directly from external parties.

Contract Notification Form

The Contract Notification Form (CNF) is only required for agreements involving compensation. The CNF contains:

• Summary information relating to the Contract
• Important invoice information
• Contracting completes first page and FAO completes the second page before sending the CNF back to Contracting ASAP
• Contracting will add the completed CNF to the system and send out with the notification email

Things to Remember

• Contracting generates the agenda for the Friday weekly meetings in advance, on Thursday.
• The agenda automatically pulls data from iContracts, but the system cannot pull information that was entered into the system less than 24 hours prior.