Submit a Contract for Review

Contract Submission Instructions

Please review the process for your contract submission, dependent on which central contracting unit is responsible: Contract Administration (Business Services), Office of the General Counsel, Purchasing (Academy), or UHealth Supply Chain Services.

• Business Associate Agreements (BAA)

  • If you need a BAA negotiated or believe one may be required, please submit a Business Associate Agreement/Data Processing Addendum Request Form in Conga.
  • For inquiries as to whether a BAA exists with any company, please contact HIPAAContracts@miami.edu.

• Powers of Attorney (POA)

  • If you need a POA reviewed, please contact PrivacyContracts@miami.edu.

• Purchases of Goods and Services

  • If you need a contract negotiated that will require a Workday Purchase Order (from a Workday Company in the 300s), please initiate your request with a Workday Purchase Requisition. DO NOT initiate your request in Conga.
    • Your request will make its way to Conga via the Workday/Conga integration (along with all attachments and approvals) once financials are approved in Workday. Once the Workday/Conga integration is activated, you will receive a Conga email to complete the appropriate request in Conga.
  • If you need a contract negotiated that will be processed through Meperia or will not require the issuing of a Workday Purchase Order, please submit the Procurement Request Form in Conga to initiate your request.
  • For questions on where to submit your request, please contact UHealth Supply Chain Services at (305) 243-6643.

• Data Processing Addendums

  • If (i) you believe a data processing agreement (DPA) is required by the EU’s General Data Protection Regulation, (ii) you have been instructed to request a DPA, or (iii) a draft DPA has been provided to you, please submit a DPA request via the Business Associate Agreement/Data Processing Addendum Request Form in Conga Contracts.

• Other Contract Requests

  • If you are unsure whether your request should be submitted to Contract Administration, please review the Contracts Matrix.
  • To submit a contract request to Contract Administration that is within its scope of review (as reflected in the Contracts Matrix), please submit your request via the Contract Administration (Business Services) Request Form in Conga Contracts.

• General Counsel Requests

  • If you are unsure whether your request should be submitted to Office of the General Counsel, please review the Contracts Matrix.
  • To submit a contract request to Office of the General Counsel, please submit your request via the General Counsel Request Form in Conga Contracts.

• Contracts Requiring a Purchase Order

  For contracts requiring a Purchase Order, please create a Workday Purchase Requisition. Contract requests initiated directly in Conga Contracts will be denied if the requisition process has not been completed.

  General contracting steps:

  1. Create a Purchase Requisition. Attaching a Service / Consulting Agreement is no longer required. Instead provide
     1. A detailed description of the service and scope of work when applicable OR
     2. attach the supplier’s contract as a Word document.
  2. Obtain financial approvals in Workday.
  3. When a Purchasing Buyer determines a Conga Contracts request form is required, end users will receive an email notification and link to Conga Contracts.
  4. The requester completes the Conga request form. Once submitted, requester can view the progress in Conga Contracts.
  5. Once the contract is fully executed, the Buyer will approve the purchase requisition, attach the contract to the Purchase Order, and send the corresponding documents to the supplier.

   

  Have a question? Please contact Purchasing at PurchasingHelpDesk@miami.edu.