Office of the Associate Vice President for Administration

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Office of the Associate Vice President for
Administration
in collaboration with
DEFINE Services Disbursements Office Payroll
Office Travel Services Office Office of the
Provost Office of Contracts and Industrial
Agreements Office of Legal Affairs Office of
Research Integrity and Compliance Office of
Sponsored Programs Office of International
Programs Vice Provost for Academic and Faculty
support SME team at HR Gary Grimes And each of
YOU Kathy Tragos AVPA Office MB 3.102 - Ext
6491 110308
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AGREEMENT WHAT IS IT?

• AGREEMENT
• Purposes
• Detail specifics of what is needed between
  department and provider (OFFER)
• Sets parameters for payment (CONSIDERATION)
• Signature authority (ACCEPTANCE)
• Delegated Signature Authority (FOR PRACTICAL
  PURPOSES)

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AGREEMENT TYPES

• Through BUSINESS AFFAIRS.
• SERVICES AGREEMENT
• SPEAKER AGREEMENT
• PARTICIPANT AGREEMENT
• MEMORANDUM OF UNDERSTANDING (MOU)
• INTERAGENCY COOPERATION CONTRACT (IAC)
• AFFILIATION PROGRAM AGREEMENTS
• PO
• Through Office of Contracts Industrial
  Agreements
• Grant - Research contracts

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AGREEMENT QUESTIONS

• PRE-AGREEMENT QUESTIONS
• AMOUNT
• CITIZENSHIP
• UT SYSTEM EMPLOYEE
• UTSA EMPLOYEE

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AGREEMENT QUESTIONS

• PRE-AGREEMENT QUESTIONS
• AMOUNT
• OVER 5000
• MEET PROCUREMENT REQUIREMENTS
• CREATE A PB4 AND SEND TO PURCHSING DEPT.

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AGREEMENT QUESTIONS

• PRE-AGREEMENT QUESTIONS
• CITIZENSHIP
• NON-US PROVIDER
• MUST MEET NON US ROUTING REQUIREMENTS
• COMPLETE FORM A/B-1 AND SEND TO OIP
• (ORIC AND PAYROLL)

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AGREEMENT QUESTIONS

• PRE-AGREEMENT QUESTIONS
• UT SYSTEM EMPLOYEE
• CANNOT USE A PO
• USE SERVICES, SPEAKER, PARTICIPANT AGREEMENT OR
  INTERAGENCY CONTRACT
• (Deans office)

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AGREEMENT QUESTIONS

• PRE-AGREEMENT QUESTIONS
• UTSA EMPLOYEE SALARY SUPPLEMENT?
• CANNOT USE A PO
• CONSIDER SERVICES, SPEAKER, PARTICIPANT AGREEMENT
  OR INTERAGENCY CONTRACT
• MUST MEET CONFLICTS OF INTEREST POLICY
  REQUIREMENTS
• CREATE MEMO FOR APPROVAL
• (Deans office)

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4.31 Conflicts of Interest Policy

• Chapter 4
• Personnel - General
• 4.31 Conflicts of Interest Policy
• Self-dealing/Transactions with Employees
• before UTSA may purchase any supplies, materials,
  services, equipment, or property from you,
• the president or his designee must approve the
  purchase,
• and
• the purchase may be made only if the cost is less
  than from any other known source.

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AGREEMENT TYPES

• US PROVIDERS (DOMESTIC)
• NON US PROVIDERS

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AGREEMENT DOMESTIC PART 1

• Purposes
• Detail specifics of what is needed between
  department and provider (OFFER)

Services agreement Speaker Agreement Participant Agreement
Exhibit A NONE NONE
Services Speaker Participation
Deliverables (Understood) (Understood)

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AGREEMENT DOMESTIC PART 2

• Purposes
• Sets parameters for payment (CONSIDERATION)
• Specify

Services agreement Speaker Agreement Participant Agreement
Exhibit B NONE NONE
Compensation Compensation Compensation
Reimbursable travel expenses Reimbursable travel expenses Reimbursable travel expenses

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AGREEMENT DOMESTIC PART 3

• Purposes
• Signature authority (ACCEPTANCE) Execution
• Delegated signature authority (for practical
  purposes)

Business contracts 19 , 30, 14 - accounts OSP 26 accounts Sponsored Program Research Agreements
Pam Bacon Noe Saldana James Casey
Office of Associate Vice President for Administration Office of Sponsored Programs Office of Contracts Industrial Agreements
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AGREEMENT ROUTING

• AUTHORITY APPROVAL APPROVALS FINAL APPROVAL
  APPROVAL TO FORM APPROVAL TO CONTENT REVIEW
  REVIEWED AND APPROVED
• ROUTING
• before
• EXECUTION

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AGREEMENT ROUTING

• Execution (by delegated signature authority) is
  obtained after Routing.
• Routing is set by various VP Areas

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AGREEMENT ROUTING

• Student Affairs

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AGREEMENT ROUTING

• Facilities

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ROUTING SHEETS
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AGREEMENT ROUTING

• Delegated signature authority (for practical
  purposes)
• Routing Signatures
• Required by the Office of the Provost
• Reviewed and approved by Director or Department
  Chair ON AGREEMENT
  
• Reviewed and approved by Dean
  ______________________________________
• Reviewed and approved by Dr. Johnson
  _______________________(UTSA Faculty only)
• Reviewed and approved by Provost
  _____________________(UTSA-VPAA Employees only)
• Reviewed and approved by Associate VP for
  Administration ON AGREEMENT

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AGREEMENT ROUTING

• Delegated signature authority (for practical
  purposes)
• Routing Signatures
• Required by the Office of the Provost
• Required by the Office of Sponsored Programs
•  
• FOR OFFICE OF SPONSORED PROGRAMS AGREEMENTS (ON
  26 ACCOUNTS)
• (If on a grant acct. please contact OSP prior to
  drafting agreement)
• Reviewed and approved by P.I.
  ON
  AGREEMENT
• OSP Post Award review by _____________________
  _______________________
• Reviewed and approved by Director or Department
  Chair ____________________
• Reviewed and approved by Dean
  ______________________________________
• Reviewed and approved by Vice Provost for
  Academic and Faculty Support(UTSA Faculty
• only) __________________________
• Reviewed and approved by Provost
  _________________________(UTSA Employees only)
• Reviewed and approved by Director of Sponsored
  Programs _________ or ON AGREEMENT
• ..(if on a grant (26) account OSP will
  determine final execution)
•  
•  

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AGREEMENT EXECUTION

• cc

Business contracts 19 , 30, 14 - accounts OSP 26 accounts Sponsored Program Research Agreements
Pam Bacon Noe Saldana James Casey
Office of Associate Vice President for Administration Office of Sponsored Programs Office of Contracts Industrial Agreements
Once signed, the agreement goes back to YOU for
service management and payment
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AGREEMENT PAYMENT

• DISBURSMENTS
• must establish compensatory relationship between
  UTSA provider
• VP2 with supporting agreement
• Must meet parameters set for payment
• No after-the-fact POs (sent to OSP or AVPA
  area)
• No payments not specified in agreement
• Original receipts invoice travel

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AGREEMENT PAYMENT

• DISBURSMENTS
• Original receipts invoice travel
• NO INVOICE NEEDED for
• Speaker agreements
• Participant agreements

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AGREEMENT PAYMENT

• DISBURSMENTS
• Original receipts invoice travel
• NO INVOICE NEEDED
• Speaker
• Participant agreements ONLY
• (no deliverables and specified one time only
  expenses)
• __________________________________________________
  _________________________________________________
• FOR DEPARTMENT USE ONLY
•  
• In lieu of an invoice by the provider, this
  department confirms that the services as
  described above (as a participant) have been
  delivered and completed to the satisfaction of
  the department. (Original receipts are still
  required for reimbursement)
•  ___________________________________________
  __________________
• Signature of person preparing Form and submitting
  VP2 Date
•  
• ________________________________________
• Printed Name of preparer
• To be completed ONLY AFTER services are
  completed

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AGREEMENT PAYMENT

• PAYMENT SUMMARY - DOMESTIC PROVIDERS
• SPEAKER AGREEMENT NO INVOICE VP2
• PARTICIPANT AGREEMENTS NO INVOICE VP2
• SERVICES AGREEMENT INVOICE - VP2
• PO INVOICE REQUIRED GENERATES PAYMENT

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AGREEMENT SUMMARY

• AGREEMENT SUMMARY - DOMESTIC PROVIDERS
• Establish compensatory relationship for payment
• POs cannot be done after the fact
• POs cannot be done for UT System or UTSA
  employees
• Procurement over 5000 with PB4
• UTSA employees Conflicts of Interest policy
• Routing requirements Provost-Faculty OSP
• Disbursements cannot pay without a valid signed
  document establishing a compensatory relationship
  between UTSA and provider. Can be a PO is
  appropriate

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AGREEMENT NON US PROVIDER

• DIFFERENCE IS IN ROUTING
• AGREEMENTS WITH A NON US PROVIDER
• additional reviews and approvals
• OIP FORM A/B-1
• PAYROLL -TAXATION
• ORIC- IMPORT EXPORT CONTROL ISSUES
• (CANNOT USE A PO)

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AGREEMENT NON US PROVIDER

• INDIVIDUAL
• FORM A or B-1 (if provider is visiting UTSA or
  traveling to US)
• Initiates with Form to OIP
• Obtain approval for payment with reference to
  immigration status
• Coordinates with Payroll for taxation
• ORIC Screening
• Visual Compliance
• Import Export control contingent on services

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ROUTING SHEETS
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AGREEMENT NON US PROVIDER

•  
• APPROVALS TO CONTENT (Check with your Deans
  office for specific routing requirements)
• __ OSP Post Award review (if on 26(grant) acct
  _________________________
• __ Reviewed and approved by Department Chair
  _______(on agreement)______
• __ Reviewed and approved by Dean of College
  ___________________________
• __ Export Controls reviewed ORIC (send to MS
  4.01.02)______________________
• __Reviewed and approved by (_____________)/
  (Office of International Programs)
• (send to OIP - MB 1.210) OIP Director
  ______________________Date _________
• __ Reviewed and approved by Executive Vice
  Provost _______________________

• ROUTING

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AGREEMENT NON US PROVIDER

• REMINDER TO USE
• OGC TEMPLATES
• CONTRACT INFORMATION (Substantive changes to
  template may need review by the legal department)
• OGC template? ____________ Deviations? (If yes,
  please explain)______________
•  
• Legal Affairs
• OGC
• BOR

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AGREEMENT SUMMARY

• AGREEMENT SUMMARY - DOMESTIC PROVIDERS
• Establish compensatory relationship for payment
• POs cannot be done after the fact
• POs cannot be done for UT System or UTSA
  employees
• Procurement over 5000 with PB4
• UTSA employees Conflicts of Interest policy
• Routing (Academic) requirements Provost-Faculty
  OSP
• Disbursements cannot pay without a valid signed
  document establishing a compensatory relationship
  between UTSA and provider. (Can be a PO if
  appropriate and done before services)

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AGREEMENT SUMMARY

• AGREEMENT SUMMARY - NON US PROVIDERS
• Establish compensatory relationship for payment
• POs cannot be done
• Procurement over 5000 with PB4
• Routing requirements Provost-Faculty - OSP
  OIP ORIC (Payroll)
• Disbursements cannot pay without a valid signed
  document establishing a compensatory relationship
  between UTSA and provider.

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AGREEMENT TEMPLATES
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AGREEMENT TEMPLATES
FORMS WILL NOW BE AVAILABLE ON THE AVPA
WEBSITE http//www.utsa.edu/bussvc/departments/fo
rms.html For easier access
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AGREEMENT LEGAL DOCUMENT

• I
  thought
• It was assumed.
  
• Its not hers?
• I was supposed to get 100/ hr not
  a total of 100.00
• Payable in two
  parts.. (when?)
• AGREEMENT TERMS MUST BE
• SPECIFIC AND CONSISTENT

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ROUTING REQUIREMENTS
PB4 - 5000
Non-US Provider ?
NO
YES
OIP
(PAYROLL)
ORIC
COI
Chair (Agmt)
Office of the Provost
AVPA
US Provider view
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Agreements and Agreement Processing

• Questions ?

• Thank you !