Contract Routing Matrix

Please use the Contract Routing Matrix below to help identify the type of contract you are requesting, the appropriate contracting unit to work on your contract request, and how to submit your request to the contracting unit.

Frequently Requested Contracts


CONTRACT TYPE
(Regardless of Title)
DESCRIPTION RESPONSIBLE CONTRACTING UNIT & HOW TO SUBMIT A REQUEST
Purchase Agreement (purchase of products or services)

Contracts for the University to purchase products of any kind (software, supplies, equipment, etc.) or services (consulting services, marketing services, catering, maintenance and repair services, storage services, etc), where the supplier will be paid via a Purchase Order.

For questions about which types of contracts require a Purchase Order, see: University of Miami Payment Matrix.

Purchasing (Academic/Research) or UHealth Supply Chain Services: Submit your request in Workday via a Purchase Requisition. Your request will be routed in Workday to the correct procurement team (either Purchasing (Academic/Research) or UHealth Supply Chain Services) based on the funding source. Requests funded by a Workday Company 200 account will be routed to Purchasing (Academic/Research). Requests funded by a Workday Company 300 account will be routed to UHealth Supply Chain Services. Note: Where your purchase involves software or an interface with UM systems, you must first submit to and receive approval of a Demand/Project Demand from IT via Link.

Services Agreement (university providing NON-CLINICAL services)

Contracts for the University to provide services to another party in exchange for payment (excluding services involving healthcare delivery and services involving revenue from state funds and, in some cases, federal funds). In these contracts, the University does not have any right of publication and may not retain IP ownership of the deliverables.

Contract Administration (Business Services): Outbound services agreements except:

  1. Contracts for services that will be paid with funds from the State of Florida or in the case of federal funds, where the contract contains “FAR” clauses. These contracts are handled by Office of Research Administration and can be submitted via IBIS.
  2. Contracts where UM provides services to the Public Health Trust/Jackson Health System. These contracts are handled by Office of the General Counsel and can be submitted via Conga Contracts using the “General Counsel Request Form.”

See SERVICES AGREEMENTS (OUTBOUND) – CLINICAL SERVICES for information on contracts involving clinical healthcare services.

To submit a contract request , submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Services Agreement (university providing CLINICAL services)

Contract between UM and another company (in some cases another healthcare facility) outlining the relationship pursuant to which UM provides healthcare/clinical services to another party (for example, lab testing services or physician on-call services).

Office of the General Counsel: All agreements that involve UM providing clinical/healthcare services, except for clinical laboratory testing services. Submit your request to General Counsel via Conga Contracts using the “General Counsel Request Form.”

Contract Administration (Business Services): Agreements that involve UM providing clinical laboratory testing services. Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”


Business Associate Agreement (BAA)

Contracts required under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) between a Covered Entity and a Business Associate to protect the Protected Health Information (PHI), as those terms are defined in HIPAA, of either UM patients (ex. where an external party will be exposed to UM’s patient data) or another healthcare providers patients (ex. where UM will be exposed to their patient’s data in providing services to the other entity).

UHealth Supply Chain Services: Submit your request for a BAA via Conga Contracts using the “Business Associate Agreement/Data Processing Addendum Request Form.”
Data Processing Agreement/Addendum (DPA)

A contract (which may be an addendum to another contract (such as a purchase agreement or an outbound services agreement)) that UM is required to enter into pursuant to the European Union’s General Data Protection Regulation (“GDPR”). A DPA is generally required whenever:

  1. University of Miami or a service provider of University will have access to Personal Data* (as defined below), (i) of citizens of European Economic Area (EEA) countries, or (ii) that otherwise originates in the EEA, or
  2. University of Miami or a services provider of University might engage in processing of Personal Data in the EEA (i.e., they might transfer to or access the data from the EEA).

*Personal Data = any information relating to a person who can be identified, either directly or indirectly, by reference to an identifier such as a name, identification number, location data, an online identifier or by reference to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. Note that Personal Data includes deidentified data, where a person is referred to only by an identification number. When in doubt, please reach out to Contract Administration for a further analysis on whether a DPA is required by GDPR.

Contract Administration (Business Services): Submit your request for a DPA via Conga Contracts using the “Business Associate Agreement/Data Processing Addendum Request Form.”
Equipment Loan or Trial Agreement

Contracts outlining the terms pursuant to which UM is loaned or receives a trial of equipment.

Purchasing (Academic/Research) or UHealth Supply Chain Services: Submit your request via Conga Contracts using the “Procurement Request Form (LIMITED USE ONLY)”, and your request will be routed to the correct procurement team—either Purchasing (Academic/Research) or UHealth Supply Chain Services based on your selection. If the loan is for clinical operations (where, if paid, it would be funded by a Workday Company 300 account), select UHealth Supply Chain Services as the central contracting unit. If the loan is not for clinical operations (and, if paid, it would be funded by a Workday Company 200 account), select Purchasing (Academic/Research) as the central contracting unit.

Affiliation Agreement – (student educational program)

Contract between UM and another school that establishes a training program, either

  1. for UM students to receive educational and/or clinical experiences at another school or healthcare facility, or
  2. for students of another school to receive educational and/or clinical experiences at UHealth facilities.

Contract Administration (Business Services): (a) Requests for (student) Affiliation Agreements that involve UM students getting educational and/or clinical experiences at another school or healthcare facility should be submitted via Conga Contracts using the “Contract Administration (Business Services) Request Form.”  (b) Requests for (student) Affiliation Agreements that involve students of another school receiving educational and/or clinical experiences at UHealth facilities should be submitted to Hilda Brito and Elaine Lopez-Nobrega for vetting. They will then submit the request as appropriate via Conga Contracts

Facility Use Agreement (FUA)

Contract that grants another party the right to access to a University facility for a specific purposes or which allows the University access the other party’s facility for a specific purpose.

Contract Administration (Business Services): FUAs that cover access by another party to a University facility. Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Purchasing (Academic/Research) or UHealth Supply Chain Services: FUAs that permit the University access to the other party’s premises. Where UM is required to pay the other party for access to their premises, the contract request must be initiated in Workday by submitting a Purchase Requisition and will be routed in Workday to the correct procurement team, either Purchasing (Academic/Research) or UHealth Supply Chain Services.

Performance Agreement

Contract to bring a music, theater, comedy or other type of performance to University of Miami.

Contract Administration (Business Services): Performance agreements that will not be paid via a Purchase Order. Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Purchasing (Academic/Research) or UHealth Supply Chain Services: Performance agreements that will be paid via a Purchase Order must be submitted In Workday via a Purchase Requisition and will be routed in Workday to the correct procurement team, either Purchasing (Academic/Research) or UHealth Supply Chain Services.

Equipment Lease Agreement

Contract between University of Miami and an equipment manufacturer or University of Miami and a bank to lease (as opposed to purchase) equipment.

Treasury Operations. Additional information coming soon.  Follow your usual process for the time being.

Assignment Agreement

Contract where one party sells or transfers its rights and ownership in a technology or other intellectual property to another party.

(Note: A consent to assignment is a different type of document and should be handled by the contracting unit who initially handled the contract being assigned).

 Office of Technology Transfer: Submit your request to OTT at techtransfer@med.miami.edu.

Clinical trial Agreement A contract between UM and another party outlining the terms for UM to conduct a clinical trial to study investigational drugs or devices. The other party is usually either a sponsor providing the drug or device, financial support and/or proprietary information and is contracting with UM to provide data and/or results (excluding agreements for lab testing services). Office of Research Administration: Submit your request to ORA via IBIS.
Collaboration Agreement A contract between UM and another party defining the terms for which the parties will collaborate on a specific endeavor. A collaboration agreement sets forth binding obligations of the parties.

Contract Administration (Business Services): collaborations between UM and other parties on business ventures and academic programs. Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Office of Research Administration: collaborations between UM and other parties related to research or future research projects. Submit your request to ORA via IBIS.

Confidentiality Agreement (CDA/NDA) Contract between University of Miami and another party that allows the parties to exchange confidential information in support of a specific purposes. (ex: discussing a proposed business transaction) and establishes limits on disclosure and use of the disclosing party’s confidential information by the recipient.

Contract Administration (Business Services): CDAs/NDAs between UM and clients or potential clients of UM that allows the parties to explore a relationship where UM would provide services to another party. Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Purchasing (Academic/Research) or UHealth Supply Chain Services: CDAs/NDAs between UM and a current or potential supplier of services or products that allows the parties to confidentially discuss UM’s purchase or potential purchase of new or additional services or products. Submit your request to via Conga Contracts using the “Procurement Request Form (LIMITED USE ONLY)”. If the potential purchase would be paid from a Workday Company 200 account, direct your request via the request form to Purchasing (Academic/Research). If the potential purchase would be paid from a Workday Company 300 account, direct your request via the request form to UHealth Supply Chain Services.

Office of Research Administration: CDAs/NDAs relating to research that UM is conducting/participating in or might conduct/participate in (i) where another party is disclosing its confidential information to UM (inbound disclosure), or (ii) relating to a possible clinical trial. However, CDAs/NDAs related to UM investigator-initiated trials, where both parties will be disclosing confidential information or where only UM will be disclosing confidential information (outbound disclosure), are handled by the Office of Technology Transfer (see below). Submit your request to ORA via IBIS.

Office of Technology Transfer: CDAs/NDAs covering information disclosed by UM to a third party (outbound or mutually disclosed) related to research, as well as outbound or mutual CDAs/NDA for UM Investigator-Initiated Trials, or to UM’s intellectual property or innovations or the other party’s intellectual property or innovations. Submit your request to OTT via Wellspring.

Office of the General Counsel: CDAs/NDAs related to employment at UM, legal settlements and/or mergers and acquisitions. Submit your request to General Counsel via Conga Contracts using the “General Counsel Request Form.”

Data USE/DATA Transfer Agreement (dua/dta) A DUA or DTA governs the transfer or use of specific data between UM and another organization but does not involve the transfer of funds. Office of Research Administration: Submit your request to ORA via IBIS.
Data Registry Participation Agreement A contract (regardless of how titled) whereby UM shares data (often, but not necessarily, de-identified patient data) with a registry or consortium that stores data for use in specific situations (such as for inclusion in research).

Purchasing (Academic/Research) or UHealth Supply Chain Services: Where UM is required to pay the other party for access to or to participate in a data registry or data consortium, the contract request must be initiated in Workday by submitting a Purchase Requisition and will be routed in Workday to the correct procurement team, either Purchasing (Academic/Research) or UHealth Supply Chain Services.

Contract Administration (Business Services): Where UM will receive payment in exchange for participating in and sharing UM data with a data registry, submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Office of Research Administration: Where UM will participate in and share UM data with a data registry, but will not receive payments or pay for participation, submit your request to ORA via IBIS.

Employment Agreement Contract for employment at the University (including employee leasing, outsourcing, and temporary employees). Faculty Affairs/Human Resources
Gift Agreement Contract between UM and a donor wishing to provide a philanthropic gift to the university. Development and Alumni Relations
Hotel Pricing Agreement Contract between UM and a hotel for discounted rates for UM faculty, staff, students or conference attendees with no financial commitment by UM. Note: this does not include room block contracts or contracts for services or meeting room rentals where UM is paying the hotel (in this situation, see PURCHASE AGREEMENT). Travel Management: These contracts are handled by the Travel Management team, which then submits them to Contract Administration via Conga Contracts.
Inter-Institutional Agreement (Intellectual Property) Contract between two or more parties (educational institutions or for-profit organizations) that relates to the sharing of patent expenses, licensing revenue and other terms regarding licensing of Intellectual Property. Office of Technology Transfer: Submit your request to OTT at techtransfer@med.miami.edu.
Joint Venture Agreement Contract establishing the terms pursuant to which UM will establish a commercial enterprise jointly with another party and each party will retain its distinct identity. Office of the General Counsel: Submit your request to General Counsel via Conga Contracts using the “General Counsel Request Form.”
Legal Services Retainer agreement Contract for the engagement of outside legal services. Office of the General Counsel: Submit your request to General Counsel via Conga Contracts using the “General Counsel Request Form.”
Letter of Intent (LOI) Letter or memorandum outlining UM and another party’s intent to enter into a specific contract. LOIs are generally disfavored. FOLLOW ROUTING PROCEDURES FOR THE ULTIMATE CONTRACT. For example, if the LOI is intended to be a precursor to a Collaboration Agreement, follow the routing procedure set forth in this document for a Collaboration Agreement.
Master Research Agreement A Master Research Agreement is an umbrella agreement where the parties agree on terms and conditions that govern future research projects. Office of Research Administration: Submit your request to ORA via IBIS.
Material Transfer agreement (MTA) Contracts outlining the terms for the exchange of materials between UM and another party, where the recipient will use the materials for its own research purposes. MTAs protect the rights of both the receiver and the provider of the materials. MTAs do not involve payment of funds. An agreement titled as an “MTA” that involves payment of funds is a PURCHASE AGREEMENT.

Office of Technology Transfer: MTAs where UM is providing material to another party (outbound MTA). Submit your request to OTT via Wellspring.

Office of Research Administration: MTAs where UM is receiving material from another party (inbound MTA). Submit your request to ORA via IBIS.

Observership Agreement Contracts that allow third parties to observe clinical healthcare delivered at UHealth.  Contract Administration (Business Services) Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”
Patient Transfer Agreement Contract relating to patient transfer between health care facilities. Office of the General Counsel: Submit your request to General Counsel via Conga Contracts using the “General Counsel Request Form.”
Photography/Filming Agreement Contract stipulating the terms for another company or third party to conduct filming or photography on University premises. Contract Administration (Business Services): Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”
Real Estate Lease or Purchase Agreement Contracts between the University and a third party for lease or purchase of real estate. Real Estate Office
Reliance (IRB authorization) agreement Contracts between reviewing IRBs and relying institutions for IRB review and oversight of human subject research.  Human Subject Research Office
Settlements/Releases An agreement between UM and another party that outlines the terms for resolution of a dispute. Office of the General Counsel: Submit your request to General Counsel via Conga Contracts using the “General Counsel Request Form.”
Student Exchange Agreement Contracts with international universities relating to exchange programs for students. Study Abroad Office
Study Abroad Agreement Contracts for another university or entity provides study abroad program services to UM. Study Abroad Office
Sponsorship Agreement (sponsorship by a third party) Contracts outlining the terms pursuant to which a third party agrees to sponsor a UM event.

Contract Administration (Business Services): Sponsorships associated with a UM event Submit your request via Conga Contracts using the “Contract Administration (Business Services) Request Form.”

Development and Alumni Relations: Sponsorships relating to fundraising efforts should be submitted to Development and Alumni Relations.

Volunteer Agreement Contract outlining the expectations of UM and volunteers at UM. Human Resources and/or Faculty Affairs