Initiate a Contract

Lead Time

To ensure the contract is fully signed before work begins, start the steps below at least 4-6 weeks prior to work beginning. Legal reviews, software agreements, and other various contracts take time to process and route through the electronic signature process.

Guest Lecturers, Performers, and Other Low-Risk Services

Amounts of $3,000 or below require only a Purchase Order.
Approval Form (PDF)

Contract Form Video Tutorial

How to Initiate a Contract

Step 1 - Payment Option for Contract

Will you be paying by Credit Card or Purchase Order?
1. Credit Card - go to Step 2 "Complete the Contract"
2. Purchase Order - go to the next step
  1. A vendor number is necessary in order to prepare a purchase order.
    1. Do a Vendor Search (Vendor Search Guide)
      1. Login
      2. Select Accounting (Queries drop-down menu) or Purchasing (drop-down menu on the top left)
      3. Select Vendor Search
    2. If no vendor number is available, you will need to have the vendor self-register.
  2. Create Purchase Order
  3. Go to Step 2 "Complete the Contract"

Note: Processing a Purchase Order does not initiate a contract. For purchase Order assistance, contact Business Services at 507-389-5017.

Step 2 - Complete the Contract

Complete the Contract Form. The Contract Form must be completed to initiate a contract. Contract Form Video Tutorial.
For assistance to initiate a contract, contact Diane Huettl, Office of Finance & Facilities at 507-389-6623 or email diane.huettl@mnsu.edu.

Step 3 - Complete the payment process for vendors who do not provide their own invoice

The vendor should complete and sign the CS1441 (PDF) substitute form and then the university department that authorized the service should sign the form after the vendor signs the form. Please forward the completed form to Business Services (WA236).
Invoices should also clarify whether this payment being made from the CS1441 substitute invoice form is a partial payment (meaning there will be additional payments made on this PO in the future) or whether this is a final payment (meaning this will be the last payment made on this PO).
Payments to the vendor will be made via EFT or an ACH credit to the vendor’s bank account if they signed up for direct deposit payments when registering as a supplier vendor with the state of Minnesota’s SWIFT vendor file. This is the preferred payment option. If the vendor did not sign up to receive payments via direct deposit, a check will be sent to the remit to the vendor’s remit to address after the services have been provided.
The State of Minnesota’s standard payment terms are that we pay vendors within 30 days of receiving satisfactory goods and services and after receiving an invoice from the vendor. We should refrain for offering up the option to pay vendors on the day of their event. Having checks available to give to vendors on the day of their event should be rare and only agreed to in situations when the vendor indicates to us that they won’t provide services unless we agree to pay them on the day of the event.
With the implementation of Workday, many business tasks now take longer to process, and there are now additional electronic workflow steps that lead to a longer processing time for payments. Therefore, for those rare situations when a check is needed for the day of an event, we need to have departments submit a purchase requisition in Workday 2 but preferably 3 weeks prior to the date of the event in order to guarantee that the check will be available to pick up by the day of the event.
Remind existing or new vendors to sign up to receive electronic payments directly into their bank account by way of an EFT or ACH credit when they register for a supplier vendor number in the state of Minnesota’s SWIFT Vendor file system. This will eliminate the need for checks and will ensure that vendors get paid more promptly.
For assistance in processing payments, please contact Business Services at 507-389-2369 or email at accountspayable@mnsu.edu.

Things to Keep in Mind

Contract

The contract will be an electronic signature process
A fully executed Contract and PO are required before any services begin
Once a Draft contract is created, the contract approval process will be done via email from SciQuest. A signature email will come from DocuSign once the Draft is finalized
Worker Classification Questions. If a worker/independent contractor contract is over a week and/or ongoing throughout the year and is not a Guest Lecturer/Speaker, Referee/Athletic Official, S-Corp, or C-Corp, please submit the following Worker Classification Question form (PDF).
Contracts must be fully signed by all parties and fully executed before any work or services begin to comply with Minnesota Statutes 16A.15. If work begins prior to a contract being fully signed, you are in violation of this Statute and a 16A.15 form (PDF) will be sent to you for completion. 16A violation forms are kept on file and are subject to review by internal and legislative audits.

Delegation of Authority

Only authorized personnel with an approved Delegation of Authority (on file with the Finance & Administration Office) may sign contracts obligating Minnesota State University, Mankato. Currently, Anne Gillespie, Vice President of Finance & Facilities, is authorized to sign contractual obligations up to $100,000.00. Dr. Edward Inch, the President, signs obligations of $100,000.00 and above along with an authorized approval from the Office of the Chancellor (the Contracts Office will obtain).

Encumbrance

Funds must be encumbered prior to the contract’s start date or final signature (whichever occurs later). Funds are encumbered on the Accounting System when a Purchase Order number has been generated

Amendments/Addendums

Amendments/Addendums will not be initiated if an invoice is submitted for more than the contracted amount. Please calculate contracted dollar amounts carefully. To initiate an amendment/addendum, please email diane.huettl@mnsu.edu.

Hiring a State Employee or Student

If you would like to hire a State employee, please contact the Human Resources Office.
If you would like to hire a student please see the Student Payroll website.

Fiscal Year

Submit one Contract Form for services needed not to exceed five years.

Service Construction Contracts

Service Construction Contracts are initiated with Jill Rollings in Facilities Management. Examples of Service Construction Contracts would include but are not limited to on-campus installations and repairs. Service Contracts with a value of $50,000.00 or more will require a Request for Proposal process.

Thank you for your assistance in helping Minnesota State University, Mankato complies with Minnesota State Policies.

Contacts