Contracts

Contract Process Procedure Guide

Contracts with External Parties – Policies

Contract System Access & Training:

The Comptroller’s Office has been collaborating with campus partners to support training and implementation of the new contract management system. Full compliance is expected by the end of FY26.

To request access:

• Obtain Budget Director approval

• Submit a request through My Access

• Attend a contract training session or review the training documentation

Procedure Guidelines for Contracts Signed by the Comptroller

The Comptroller may review and execute, on behalf of the University, routine contracts, including but not limited to:

• Hotel arrangements

• Travel agreements

• Service agreements

• Consultant contracts

• Liquor licenses

• Other similar transactions

Construction contracts valued at $1,000,000 or greater require the signature of the Chief Financial Officer.

Review Timeline:

Please allow 24–48 business hours for contract review once submitted to Cobblestone.

Contracts with a value of $50,000 or more require Central Budget approval prior to execution.

Contracts Submitted Outside the Contract System:

If a contract is sent outside of the contract management system, a Contract Intake Form is still required until full system adoption is complete.

Each department must:

1. Obtain pre-approval from their Budget Approver:

   1. Submit a completed or draft an email clearly outlining the event or service details.

      1. Include the chartstring for the expense in the blank cell at the bottom right of the form.

      2. If using special funds (gifts/endowments, student funds, etc.), contact lawbudget@syr.edu to verify funding availability and appropriateness before submission.

2. Complete the Contract Intake Form 

3. Submit the approved form with the contract for review

For Purchase Orders (once you have an approved contract), see section Purchase Orders. 

Purchasing Resources

The Purchasing Department proactively develops and negotiates contracts for the goods and services the University predominately uses. Purchasing also administers the University credit card program, manages the Single Use Account (SUA), Express Mail and University Travel.

The following table contains those areas where purchasing responsibilities have been delegated to other areas within the university, and the campus should contact these areas directly for assistance