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Standard Contract Workflow on Externally Funded Projects

Standard Contract Workflow on Externally Funded Projects

Contracts, excluding subawards, on externally funded projects can take a minimum of 4 weeks to complete. If contract negotiations are required, this timeline extends based on the required negotiations. For an overview of the types of contracts that might be involved in your project, please review the contracting timelines.

Step1

4-8 weeks before work begins

Contract Preparation

  • Principal Investigator/Project Director (Contract Originator) will complete the Contract Intake form, with the following information:
    • Project Number and/or Proposal Number the agreement is to be paid from
    • Contractor Information:
      • Name: Name should match either Social Security Number or Tax ID Number
      • Mailing address
      • Email address
      • Scope of Work, including:
        • Deliverables
        • Project dates (term)
        • Fees for services
        • Invoice schedule
      • Principal Investigator/Project Director (Contract Originator) complete Independent Contractor Evaluation form. Sign, email form to compliance@sandiego.edu and copy research@sandiego.edu.
      • Principal Investigator/Project Director (Contract Originator) email procurement@sandiego.edu and copy research@sandiego.edu when requesting a new supplier. Verification must be received from procurement before OSP can move forward.

Contract Communication

  • OSP drafts and numbers the agreement on the Office of General Counsel (OGC) approved template.
  • OSP returns draft contract to Contract Originator for review, comment and/or approval:
    • OSP will notify the Contract Originator of any compliance requirements (i.e. Certificate of Insurance, Financial Conflict of Interest Training)
    • Compliance will review and complete the Independent Contractor Evaluation to determine status of the contractor (i.e. contractor or employee)
Step2

2-4 weeks before work begins

Negotiation Timeline

  • Contract Originator redlines the agreement and returns it to OSP.
  • Once Contract Originator and OSP agree to the content of the contract, OSP routes for approval (signatures) as follows:
    • Contractor
      • If Contractor redlines the agreement, the contract is returned to OSP and Contract Originator for review and comment.
      • Redlines to contract terms and conditions, are sent by OSP to the Office of General Counsel (OGC) for negotiation. OGC requires a minimum of 2 weeks for review and approval of contracts.
      • If Contractor signs the contract, it moves to the next signer for review:
        • Principal Investigator/Project Director
        • Risk Management and Grants Accounting
        • USD Authorized Signatory for Externally Funded Projects is the Associate Provost for Research Administration. USD Authorized Signatory requires 1 week for review and approval.
Step3

Responsibilities at time of Contract Execution

Contract Fully Executed

  • OSP emails fully executed agreement to the Contract Originator, Grants Accounting and uploads agreement into the Cayuse Project.
  • Contract Originator follows Procurement processes for agreements.
Step4

Ongoing Responsibilities

Contract Changes

  • Contract Originator will contact OSP if there is a need to amend any contract.

Contract Amendments may include:

  • Changing Scope of Work
  • Changing Budget
  • Extending Contract Term

*Failure to adhere to contract timelines will result in required additional oversight in coordination with the PI’s Dean’s Office. Additional consequences could result in delays in contracted work, jeopardizing grant activity completion and/or work progress, and increasing institutional risks.