Contract Management
Contract Review & Signature Process
Contract Management, a department within Procurement and Business Services, oversees the review, routing, and execution of all non-research agreements and contracts, including but not limited to:
- Independent Consultant Agreements
- Master Services Agreements
- Hotel or event agreements
- Service and software contracts
- Other financial or legal documents requiring a university signature
New Process: Submit Contracts through Coupa for Review
All agreements must be submitted for review using the Coupa Contract Request Form (located under the Contract Requests Widget on the Home page of Coupa).
To submit a contract for review
- Log into Coupa
- Select Contract Request Form under the Contract Request Widget
- Complete all form fields
- Upload:
- The contract, agreement or Statement of Work (Word format preferred)
- Any supporting documentation or attachments
Review & Approval Process for Contract Request Forms
Once submitted, the review request will be initiated:
- Procurement & Business Services will review the request and contract materials to ensure all details are clear.
- Various departmental and financial approvals will be requested.
The department can track the status of their request form at any time directly in Coupa under Activity Page Selecting Forms
Contract Creation via CLMS in Coupa
Contract Creation in Coupa CLMS is the formal drafting, negotiation, approval, and execution stage of the contract lifecycle. After a Contract Request Form has been approved, The Contract Management team will:
- Creates the official contract record in Coupa CLMS
- Uploads a supplier agreement or generates a university contract template.
- Routes the contract through internal approvals (General Counsel, Information Technology Services, Risk Management, Communications, any other relevant stakeholders).
- Coordinates internal and external contract review, redlining, and negotiations
Final Signature & Distribution
- Once The contract has been fully approved, contracts are routed for signature via AdobeSign to the authorized signer for both the Vendor who we are contracting with (Counterparty) and the Brandeis Authorized Representative.
- Contract owner and all relevant signing parties are notified once all signatures have been obtained and the Contract is moved to a Published status.
- Department can the work with Procurement & Business Services to create and submit a Requisition for Purchase Order for the Services if applicable.
Research Agreements
Sponsored research agreements are not processed in Coupa and will continue to be reviewed and signed by the Office of Research Administration (ORA).
Note: Per Brandeis University bylaws, only select individuals are authorized to bind and execute agreements and contracts on behalf of the university. Brandeis is not obligated to honor business-related documents signed by any other employee.