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Procedures for Processing Professional Servies Contract

Procedures for Processing Professional Servies Contract

Effective immediately the following procedures MUST be followed when a contract is required for a professional/personal or c onsulting service that cost $20,000.00 or less:


  1. The Department negotiates the contract terms (payment terms, scope, etc.) with proposed contractor.
  2. The professional services form is completed (copy attached) in triplicate and signed by the Department Head. A requisition for the service must be entered at this point. Once the requisition is approved and it is determined that there is sufficient budget, the contract is forwarded to the contractor for signature. Once all signatures are obtained the contract is to be forwarded to the Purchasing Department (Box 92415). The requisition number must appear on the contract . The contract will be sent to the Payroll Department for approval. If all approvals are met the contract will be processed. If McNeese has not previously done business with the contractor a W-9 must be obtained from the contract or and submitted to Purchasing with the vendor request form.
  3. The Purchase Order and a copy of the approved professional services contract will be released to the contractor. At this point work may begin.
  4. The Department will monitor the contractor’s performance. Once services are complete the purchase order must be received in the system. The Department must approve invoices and forward to Accounts Payable for payment with a check request (copy attached). Department is responsible for notifying Purchasing is an alteration to the Purchase Order will be required, or if any problems are encountered.

Contract work may not begin until all necessary approvals and documentation are received by the Purchasing Department. Any contract that is submitted with a start date that has already occurred will be deemed unauthorized and will be returned to the department requesting the service. Such contracts will be the sole responsibility of the person entering into the unauthorized contract. Employees entering into unauthorized contracts may be subject to disciplinary action.