Agreement Administration Policy

1. Scope and Intent
  • The individual, function, department or college authorizing and requesting supplies or services from a vendor is required to appoint an Agreement Administrator or individual responsible to oversee the work to be performed by the vendor for the specified contract, agreement or purchase order.
    • The Agreement Administrator will take affirmative steps to ensure that all vendors comply with the terms and conditions outlined in an award document and supporting contract.
    • The Purchasing Office or other authorized buying group will assist the Agreement Administrator in the development and management of a Vendor Management Program to ensure contract compliance.
2. Contract Execution

The Agreement Administrator will ensure that all agreements jointly signed by a vendor and the University are reviewed by appropriate legal or other Boston University contract authorities prior to execution. The Agreement Administrator will follow all contract execution policies as delegated by the Board of Trustees and/or President of Boston University.

3. Documentation
  • The individual filling out the purchase requisition shall reference the name, email address and phone number of the Agreement Administrator on the purchase requisition.
  • The buyer in the procurement organization shall reference the name, email address and phone number of the Agreement Administrator in the internal notes section of the purchase order.
  • The Agreement Administrator shall maintain file records of all signed agreements and will forward a copy of each signed agreement along with a purchase requisition for payment administration and audit.
  • The Agreement Administrator will follow bid policies of the University and will provide documentation for Lowest Total Cost and/or competitive bidding as required by policy.
4. Payment
  • The Agreement Administrator has the responsibility for ensuring that the vendor agrees to all business terms of an agreement including invoicing requirements.
  • The Agreement Administrator is responsible for review and/or approval of all invoices per terms of an agreement prior to payment by the University.
  • Accounts Payable shall reference the purchase order to contact the Agreement Administrator to resolve any discrepancies in payment from that stated in the contract, agreement or purchase order.

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