OGC 03/2018
Contract Processing and Approval Form Instructions
1. This form must be used with all contracts, agreements, memos of understanding,
commitment letters or other written instruments that may legally obligate the University to pay
money, take action or refrain from taking action. Contracts are exempt from this requirement as
set forth in the Contract Processing Policy.
2. All contracts must be in the name of Marquette University and not in the name of
individual departments or employees.
3. The person initiating the request for contract approval should complete the form to the
best of his or her ability. Individuals with authority to obligate funds from the RC listed must sign
the Approval Form for contracts of $10,000 or less. The applicable Executive Vice President, Vice
President, Provost or President must sign the Approval Form for all contracts of more than
$10,000. If the purchase is to be paid for by a grant-funded account, the Office of Research and
Sponsored Programs must sign the Approval Form. All required signatures must be on the CPAF
before submission to the Office of General Counsel for review.
4. Only a limited number of University personnel are authorized to sign contracts on behalf of
the University. Individuals who are unsure of their signatory authority should refer to
http://www.marquette.edu/university-policies-procedures/.
5. The Office of the General Counsel has created several standard form contracts for certain
small, repetitive types of situations. The form contracts can be downloaded from the Office of the
General Counsel’s web site at http://www.marquette.edu/ogc/forms/.
6. Attach a Bid Summary Form or a Non-Bid/Exception Form to the CPAF before you submit to the
Office of General Counsel.
7. The contract signatory will return the contract to the initiating person unless instructed
otherwise. The initiating person is responsible for obtaining the signature from the other party and
maintaining a fully signed file copy in the originating department’s files. Maintaining a file copy is
very important in case of later questions or disputes. No contract is valid unless and until the
University has issued a purchase order for the amounts to be paid under the contract. A copy of
the signed contract must be sent to the Purchasing department when the purchase order is
entered. Before any payments are made to a supplier, a completed Form W-9 must also be
submitted.
8. The Office of the General Counsel is available to all University personnel for assistance with
University contract preparation and review.
