Contract Administration

Contract Administration plays a vital role in ensuring that all agreements entered into on behalf of Virginia State University (VSU) are legally compliant, fiscally responsible, and aligned with the institution’s strategic goals. Our office is responsible for reviewing, routing, and ensuring proper execution of contracts related to the procurement of goods and services.
The Office of Procurement Services provides guidance to faculty and staff in the development, review, negotiation, and management of contracts with external vendors, contractors, consultants, and service providers. Our goal is to safeguard the interests of the University while facilitating efficient and ethical business practices.

Faculty and Staff Contract Authority

Important Notice: Only individuals who have been formally delegated signature authority by the University are authorized to sign contracts, agreements, quotes, or any binding documents on behalf of Virginia State University.

Faculty and staff are not authorized to sign any contractual documents. Doing so may result in personal liability and could render the agreement invalid. All contractual documents must be submitted to the Office of Procurement Services for official review and execution.

Best Practices for Contract Engagement

Below are essential principles to follow when working with contracts or service agreements:

Proper Procedures for Contract Engagement

  • Engage Early with Procurement: Begin discussions with the Procurement Office as soon as you identify the need for an external service or vendor agreement. Early engagement helps ensure compliance and sufficient review time.
  • Use University-Approved Templates: Whenever possible, utilize standardized contract templates provided by the Office of Procurement Services to ensure compliance with Commonwealth of Virginia and University policies.
  • Provide Complete Documentation: Submit all supporting documentation, including quotes, scopes of work, and vendor information, when initiating a contract request to vsucontracts@vsu.edu
  • Allow Time for Legal and Risk Review: Contracts may require legal counsel or risk management review. Please plan accordingly to avoid delays.
  • Ensure Budget Availability: Confirm that funds are available and that the appropriate Banner account codes are used before submitting a contract for processing.

Practices to Avoid

  • Do Not Sign Contracts: Faculty and staff should never sign contracts, quotes, letters of intent, or other documents that may legally bind the University.
  • Avoid Verbal Agreements: All commitments to external parties must be documented and reviewed through formal channels. Verbal commitments are non-binding and pose risks.
  • Do Not Alter Contract Terms Independently: Modifying contract language without legal or procurement oversight may result in non-compliance with University and state requirements.
  • Avoid Last-Minute Submissions: Contracts submitted near event or service dates may not be processed in time and could delay or cancel your project.

Contract Management Responsibilities and Cautions

Effective contract management requires attention to detail, policy compliance, and proactive communication. The following contract administration best practices and critical cautions are intended to guide departments in managing agreements successfully throughout the lifecycle of a contract.

Key Responsibilities for Effective Contract Oversight

  • Ensure Full Compliance: Adhere to all terms and conditions outlined in the agreement, including scope, deliverables, timelines, and payment obligations.
  • Monitor Vendor Performance: Conduct routine reviews to confirm that vendors are meeting expectations and contractual obligations. Use performance data to support renewal or termination decisions.
  • Maintain Thorough Documentation: Retain copies of all related correspondence, payment records, contract amendments, performance evaluations, and dispute resolutions.
  • Communicate Professionally and Clearly: Establish and maintain respectful, timely, and transparent communication with vendors to prevent misunderstandings and ensure alignment.
  • Escalate Concerns Promptly: Immediately notify the Office of Procurement Services if you observe vendor noncompliance, performance issues, or contract breaches.
  • Conduct Periodic Reviews: For multi-year or ongoing contracts, conduct annual or scheduled evaluations to verify continued value and compliance with contract terms.

Actions to Avoid in Contract Management

  • Do Not Modify Contracts Without Authorization: All changes, including extensions, pricing adjustments, or scope modifications, must be reviewed and approved by the Procurement Office through an official amendment.
  • Do Not Ignore Performance Deficiencies: Unaddressed issues may escalate or compromise University operations. Document and report concerns as they arise.
  • Avoid Unapproved Purchases or Deviations: All purchases must remain within the scope of the executed contract. Unapproved commitments or changes may violate procurement policy.
  • Do Not Delay Payments Without Just Cause: Adhere to the agreed-upon payment schedule unless legitimate performance concerns exist. Delays can affect vendor relationships and service continuity.
  • Do Not Bypass Legal or Policy Requirements: Ensure that all contract activities comply with VSU procurement procedures and the applicable laws and regulations of the Commonwealth of Virginia.

How to Submit a Contract for Review

  1. Contract agreements can be sent to our Office of Procurement Services team at vsucontracts@vsu.edu
  2. Attach all relevant documentation (i.e., scope of work, vendor W-9, quote, and funding source).
  3. The Office of Procurement Services contract administration team will review, coordinate legal or risk review (if necessary), and return the executed copy to the initiating department.

Need Assistance?

If you have questions about whether an agreement requires a formal contract or need help navigating the process, contact the Office of Procurement Services at vsucontracts@vsu.edu. We’re here to support you every step of the way. 

For More information on training, current forms, and recent updates VSU Faculty and Staff should visit the Office of Procurement Services SharePoint.