Lion Shrine in the Fall

Contract Information

Contract Processing & Submission Details (including acceptance of online terms and conditions)

ELECTRONIC NON-SOFTWARE TERMS (that need to be accepted electronically)

Save time by checking the following list to confirm whether or not there is an existing University-wide blanket delegation* which already authorizes you to accept the non-software terms that need to be accepted electronically, and therefore no request for a delegation* needs to be submitted.

University-wide Blanket Delegation for: Effective Date Authorized Individuals Instructions and Contingencies
External Professional Development Opportunities (everything from a virtual webinar to an in-person multi-day conference) 10/19/22 All Penn State University Faculty and Staff Employees may accept associated terms electronically on behalf of the University unless participation involves any of the following and then the blanket delegation does not apply and a request for a one-time delegation should be submitted with a completed Contract Cover Sheet to [email protected]: 1) high or restricted data per policy AD95, 2) the terms grant any rights to use the University names, trademarks, symbols, logos or graphic devices (as described in policy AD07) or 3) there are exhibitor space agreement terms and the University employee will participate in an exhibitor booth 
Login.gov electronic terms 7/15/2022 All Penn State University Faculty and Staff All PSU Faculty and Staff may accept the Login.gov terms and associated U.S. Government Systems terms electronically on behalf of the University, contingent on the employee using their Penn State email address for the account creation.
Visit OSP’s Electronic Research Administration (eRA) Systems Overview to view eRA Systems with University-Wide Delegation      

If the non-software electronic terms you need to accept are not included under one of the above blanket delegations, please follow the “HOW TO ROUTE GOODS AND SERVICES CONTRACTS FOR REVIEW” instructions provided below to submit the terms for review and to request a one-time delegation.

*The term “delegation” refers to written authorization in accordance with policy guideline FNG02 which delegates to an individual or group of individuals the authority needed to accept terms and conditions electronically on behalf of the University (e.g. online terms, click-through terms, etc.). Delegations for electronic terms are typically granted via email and only for one-time acceptance of the terms unless the delegation is explicitly written otherwise.  
 

Software

For courseware Software Agreements, please visit https://sites.psu.edu/coursewarepsu/ for more information on how to submit. 

For non-courseware Software Agreements (regardless of whether a fee is involved or not) see https://purchasing.psu.edu/software which references a lot of great information and resources including: 

How to route a Software Agreement for review: 

Complete the Software Request Form to determine how the associated Software Agreement (electronic or hard signature) must be processed. Once you have completed the Form, you will need to download a pdf of the completed form and then submit the Form according to the instructions included on the last pages of that pdf.  If you have not completed this form before, please review the Software Request Form Checklist for a general overview of the information that will be requested.  

 

How to route Goods and Services contracts for review:

(including short-term facility use contracts less than a year*) with an outgoing fee/payment from Penn State to Supplier:

 

  • Verify the authorized payment method using the Procurement Search Tool (formerly the Payment Decision Matrix). 
  • Purchase Order payment- contracts paid via Purchase Order should be submitted within the Shopping Cart in SIMBA (no Contract Cover Sheet needed)
  • Contract Cover Sheet **- use this cover sheet to submit contracts to [email protected] using Google Chrome*** for goods and services for the following: (Contract Cover Sheet access instructions- Adobe form should be opened in Adobe.  Option 2 in these instructions is preferred; Contract Cover Sheet completion instructions).
    • P-Card payment contracts 
    • Non-PO Invoice payment contracts 
    • Non-financial contracts
    • Incoming payment contracts (contracts involving payments being made to Penn State for goods or services that are not research related or do not require another University office to process the contract) 
    • Electronic click-through type agreements excluding Software or Software-as-a-service  

 NOTES:

*Facility Use Agreements with a term of one year or longer need to be processed by University Real Estate Services.

**Use Photography and Filming Contract Cover Sheet (Sharepoint PDF) instead for agreements involving photography or filming to facilitate securing approval from Strategic Communications.  Once approval is secured follow the same submission process for goods and services above based on payment method.  The following do not require approval by Strategic Communications:  (a) Video productions services provided by WPSU, (b) Production-only video services (no filming or photography required), (c) Video production equipment rentals or (d) Advertising agreements.    
***Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms.  Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality.

 
Research Related Agreements 

View the OSP website and see the middle column entitled: “I want to enter into a….” for a list of types of agreements and process/policy information.

 

Contract Resources:

Agreement Templates & Resources

ATHLETIC TOURNAMENTS

ENTERTAINMENT AGREEMENT TEMPLATES & GUIDANCE

Note:  New Livestreaming Speaker and Entertainment Guidance provided and templates are updated with COVID-19 language.  

Step 1: Is performance virtual? If not, continue to Step 2.

Virtual- For virtual events review the table for Livestreaming Speaker & Entertainment Guidance related performances including contract details to select the correct agreement template to use, requirements to follow and recording restrictions.  The contracts team at [email protected] will need to be consulted for any virtual events involving external artist/performers/speakers that are not being livestreamed by emailing [email protected] with event details and requesting contract guidance.

Step 2: Select correct Entertainment Agreement Template and then review and follow University Standardized Entertainment Agreement Completion and Processing Instructions for University Sponsored Events.

Entertainment Agreement Templates:   NOTE:  Documents must be downloaded for use.

Risk Management Guidelines for Student-Related Events & Programming (Sharepoint PDF) - these guidelines are subject to unit executive approval for any in-person events or programs.

HEALTH AND WELLNESS FAIR AGREEMENTS:   NOTE:  Documents must be downloaded for use.

RECRUITMENT EVENT SPACE REQUEST FROM EXTERNAL COMPANIES:

HR99, AD39, & AD72 Addendum/Amendment Templates 

For use with contracts where the University is engaging a Company as an independent contractor and this language is not already included in the agreement. There are two versions of the template depending on whether the independent contractor will be interacting with minors. Use the appropriate template outlined below: