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THE UNIVERSITY OF TEXAS SYSTEM
BUSINESS AFFAIRS CONTRACT PROCESSING CHECKLIST
TO: U. T. SYSTEM OFFICE OF BUSINESS AFFAIRS
BA ASSIGNED DOC ID 2020--_____________
For office use only LBB Reportable Transparency
DATE:
DEPARTMENT: _____________________________________
Departmental Contract Administrator with Contract Management Handbook Responsibilities
Name: Email:
Requested document return: Scanned by email (please provide one single-sided set of documents) OR
One original via System mail (please provide at least two single-sided hard copies with this checklist)
Additional information/requests:
The complete Contract, including all pages, exhibits, attachments and schedules, is attached.
The authorized person in your office or department approves the Contract’s business terms and has signed
or initialed the Contract beside the Executive Vice Chancellor for Business Affairs’ signature line
Contractor/Vendor Name: Telephone:
Address:
Contract Summary and Purpose Statement:
Is this document an amendment, addendum, renewal, or modification of an existing Contract?
Yes Original Contract Document Number: 20 __ - ______
Contract Modification Effective Date: _____________________ End Date: _______________________
Contract Effective Date:
Expiration Date (all renewals included): __________________
Maximum Contract Value includes renewals, amendments & addendums: $
UTShare PeopleSoft Cost Center from which Contract will be funded:
Yes No
1. a. Procurement requirements met. HUB/HSP required for a contract $100,000.
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HSP attached
Responsible purchaser: ___________________________
b. The contract was issued following a formal competitive procurement. If yes,
Approved GPO (Group Purchasing Organization)
RFQ/RFP No.: ______________ Date Issued: _______________ No. of Bids Rec’d:____
c. The Maximum Value of the contract is >$50,000; add cost of contract by fiscal year (FY)
FY Amount FY Amount FY Amount FY Amount FY Amount
$ $ $ $ $
d. The contract is over $15,000 and was not competitively procured.
Attach signed Exclusive Acquisition Justification
, if yes.
2. Department/Departmental Contract Administrator has complied with UTS145.
Attach any required reviews and approvals:
U. T. System Office of General
Counsel (Contracts >$1,000,000)
U. T. System Office of Systemwide Information Services
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U. T. System Office of Information Security
and/or U. T. System Privacy Officer
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Other approvals
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, correspondence, relevant information
Concurrence form(s
) from the affected U. T. institutionschief business officers
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For questions about compliance with UTS137, please contact HUB Development.
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If the contract is for Systemwide use of computer software, hardware, or other information system components, review
and
approval by the U. T. System Chief Information Officer is required by UTS145.
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If the contract will result in University (confidential) data being stored, pr
ocessed, or accessed by the vendor, review by the
U. T. System Chief Information Security Officer and/or the U. T. System Privacy Officer is required.
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Additional sources of information. For contracts for private auditors, see Texas Government Code Section 321.020
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Required by Regents' Rule 10501, Section 2.5(b). This requirement does not apply when participation is voluntary.
Last Revised June 4, 2020
Revenue?:
Select Department
Select Buyer
Yes No
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3. The contracted good and/or service utilizes an electronic and information resource (EIR),which
includes, but is not limited to, software, websites, telecommunications products, video/
multimedia products, information technology hardware, and self-contained/closed equipment
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and the Department/Departmental Contract Aministrator has complied with UTS150.
Attach for signature a proposed written U. T. System Administration Exception for the EIR,
if required, and OTIS' concurrence.
4. Does the contract provide contractor and/or its subcontractors, officers, or employees an account
on a U. T. System Administration computer system
? If so, each account holder will need to
complete a DIR certified cybersecurity training program
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prior to account access.
5. The contract is for the purchase, development, or use of an electronic system that w
ill access
Confidential Data
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such as social security numbers, protected health information,
or sensitive research data.
6. The contract has a value of $1 million or more. If yes,
Attach the State Agency Uniform Nepotism Disclosure Form
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executed by all contract
processing personnel, including a space for the contract signatory to sign as a purchaser.
Attach authorized representative signed Texas Ethics Commission Form 1295.
Attach a completed print-ready LBB attestation letter, if required.
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7. Approval of the contract by the Board of Regents is required.
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Board approval received at the _______________, 20__ meeting.
OGC-approved provision relating to required Board approval is included in the contract and
Board approval is anticipated at the ________________, 20__ meeting.
8. There are actual or potential conflicts of interest or conflicts of commitment. or there are other
significant risks or issues related to the procurement/contract.
 Thank you for completing this checklist. 
Questions: Please email lloyd@utsystem.edu or call 512-499-4560
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See UTS150 for a com
plete definition of
EIR
and
the requirements related
to exception appr
oval
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Required by Texas Government Code, Sections 2054.519
and 2054.5192
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Confidential Data is defined in HOP 4.1.1 and UTS165. UTS165 Standard 9 describes specific categories of Confidential Data
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Required by Texas Government Code, Section 2262.004
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Attestation letters are required for exclusive acquisition contracts of >$1 million and any contract >$10 million
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If required by Regents' Rule 10501, Sections 2.1 and 3
Last Revised June 4, 2020
known to exist requiring a contract monitoring plan
Attach the completed Contract Risk Assessment.
Attach a Routine or Enhanced Contract Monitoring Plan, if required.
  9. The contract has a value of $250,000 or if the value is less than $250,000 and "High Risk" factors are
For Office Use Only
Contract Type: _____________________
Attach the System Administration Information Security Officer's analysis, if yes
Attach the U. T. System Privacy Officer approval, if required