Office of the Associate Vice President for Administration

1. 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

2. 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)

3. 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

4. AGREEMENT – QUESTIONS PRE-AGREEMENT QUESTIONS • AMOUNT • CITIZENSHIP • UT SYSTEM EMPLOYEE • UTSA EMPLOYEE

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

6. 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)

7. AGREEMENT – QUESTIONS PRE-AGREEMENT QUESTIONS • UT SYSTEM EMPLOYEE CANNOT USE A PO • USE SERVICES, SPEAKER, PARTICIPANT AGREEMENT – OR INTERAGENCY CONTRACT • (Dean’s office)

8. 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 (Dean’s office)

9. 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.

10. AGREEMENT – TYPES • US PROVIDERS (DOMESTIC) • NON US PROVIDERS

11. AGREEMENT – DOMESTIC PART 1 Purposes: • Detail specifics of what is needed between department and provider (OFFER)

12. AGREEMENT – DOMESTIC PART 2 Purposes: • Sets parameters for payment (CONSIDERATION) * Specify

13. AGREEMENT – DOMESTIC PART 3 Purposes: • Signature authority (ACCEPTANCE) “Execution” • Delegated signature authority (for practical purposes)

14. AGREEMENT – ROUTING AUTHORITY – APPROVAL – APPROVALS – FINAL APPROVAL – APPROVAL TO FORM –APPROVAL TO CONTENT – REVIEW – REVIEWED AND APPROVED ROUTING before EXECUTION

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

16. AGREEMENT – ROUTING Student Affairs

17. AGREEMENT – ROUTING Facilities

18. ROUTING SHEETS

19. 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

20. 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)

21. AGREEMENT – EXECUTION Once signed, the agreement goes back to YOU for service management and payment cc

22. AGREEMENT – PAYMENT • DISBURSMENTS • must establish compensatory relationship between UTSA & provider • VP2 with supporting agreement • Must meet parameters set for payment • No after-the-fact PO’s (sent to OSP or AVPA area) • No payments not specified in agreement • Original receipts – invoice – travel *

23. AGREEMENT – PAYMENT • DISBURSMENTS • Original receipts – invoice – travel * • NO INVOICE NEEDED for • Speaker agreements • Participant agreements

24. 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

25. 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

26. AGREEMENT – SUMMARY • AGREEMENT SUMMARY - DOMESTIC PROVIDERS • Establish compensatory relationship for payment • PO’s cannot be done after the fact • PO’s 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

27. 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)

28. 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

29. ROUTING SHEETS

30. AGREEMENT – NON US PROVIDER • ROUTING * APPROVALS TO CONTENT: (Check with your Dean’s 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: _______________________ *__Reviewed and approved by: Office of the Provost: ________________________ __ Reviewed and approved by: Office of Sponsored Programs: ________________ (if on a grant (26) account; OSP will determine final execution)

31. 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

32. AGREEMENT – SUMMARY • AGREEMENT SUMMARY - DOMESTIC PROVIDERS • Establish compensatory relationship for payment • PO’s cannot be done after the fact • PO’s 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 ifappropriate and done before services)

33. AGREEMENT – SUMMARY • AGREEMENT SUMMARY - NON US PROVIDERS • Establish compensatory relationship for payment • PO’s 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.

34. AGREEMENT – TEMPLATES

35. AGREEMENT – TEMPLATES FORMS WILL NOW BE AVAILABLE ON THE AVPA WEBSITE http://www.utsa.edu/bussvc/departments/forms.html For easier access

36. AGREEMENT = LEGAL DOCUMENT I thought… It was assumed…. It’s 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

37. Service /Speaker /Participant Agreement Academic Related Non UTSA employee Research/Service Agreements (26) Academic Related VPAA employee Non Academic Related Dean’s Office Dean’s Office Dean’s Office AVPA AVPA FACULTY: Dr. Johnson’s Office NON-FACULTY: Provost’s Office FACULTY: Dr. Johnson’s Office Office of the Provost AVPA OSP/ OCIA (FINAL) ROUTING REQUIREMENTS PB4 - $5000+ Non-US Provider ? NO YES (PAYROLL) OIP ORIC COI Chair (Agmt) Office of the Provost AVPA US Provider view

38. Agreements and Agreement Processing • Thank you ! Questions ?