In an effort to streamline processes, the agreement renewal process has been changed.
Departments are now able to review their current agreements in PeopleSoft by running the query BC_PO_AGREEMENTS. Please enter the dates of 4/15/07 to today, since 4/15/07 was the first date to enter last year’s agreements. This will provide departments with a listing of agreements paid by purchase orders in the previous fiscal year. Please be aware agreements paid by p-cards will not be included in the listing. If you do not receive the new quotation from the vendor by April 15, you should contact the vendor’s “Contract Administrator” directly for the new agreement quotations. Review these quotations and contact the applicable buyer if you have any questions before creating your agreement orders.
In response to requests by users, departments may pay for agreements, under $5,000, when applicable, using p-cards starting approximately June 1, or as soon as the new year P-card budget is available.
For agreements over $5,000, or those where the vendor requires a purchase order, for placement prior to June 1, please create your agreement beginning April 17, using the reference data on the agreement query. Please remember to create agreement orders as follows:
- Review the list to be sure agreements are still required.
- Select Special Request, for a “Service” and “Fixed Cost”.
- Update amounts as may be necessary.
- Use the start date of “6/1/08” and end date of “5/31/09”to keep the order open through the end of the fiscal year.
- Change the “Budget Date” under “More Details” to 6/7/08.
- Mark the order “Distribute by Amount”
- Use a line description beginning with “AGMT-” so it will appear on your agreement list next year.
Please forward any contract documents to Procurement for signature, noting the applicable requisition number.
For more detailed instructions on how to set up an Agreement, click here.
We hope you find this new process efficient and effective for your operation. If you have any questions, please email me at flutiede@bc.edu or call me, or the appropriate buyer, at (617) 552-3055.
Please visit the Controller's Office for more information on Year-End guidelines.