Objective

To provide supplemental information to FI0420 Contract fiscal policy.

Scope

This procedure applies to all UT Knoxville employees, including UTSI and UTIA.

Roles

Fiscal policy FI0420 exempts departments from entering the following types of contracts into the University’s contract management system:

1. Athletic season ticket agreements for University-owned venues.
2. License of University facilities at 4H centers, University-owned swimming pools, and similar venues (note: licenses of University facilities are commonly referred to as “rentals” or facility use agreements).
3. Student housing contracts between the University and students for University-owned dorms (student housing directors may sign these contracts).

For the contracts listed above, departments are responsible for retaining these records in accordance with the FI0120 – Records Management. The department may request signature authority using these procedures.

Procedure

1. Signature authority must be requested in writing to the CBO’s designee, who will obtain proper permissions for inclusion on the list of university employees who are authorized to sign contracts on behalf of the University of Tennessee.
2. A standard contract template must be drafted in collaboration with the CBO’s designee and approved by the CBO and the Office of General Counsel. All necessary process approvals will be obtained by the CBO’s designee.
3. Once authorized, the department may begin use of the approved contract template and obtain authorized signatures.
4. Department must retain the fully executed contract in accordance with policy FI0120- Records Management.

Penalties/Disciplinary Action for Non-Compliance

Procedure violations may result in disciplinary action in accordance with established policies and procedures, as appropriate.

Responsible Official & Additional Contacts

This Responsible Official and Additional Contacts section contains those who are responsible or share certain policy responsibilities, organized by subject matter, such as monitoring compliance with the policy, providing additional guidance on policy clarifications, organizing policy training, updating the policy, etc.

Subject Matter	Office Name	Telephone Number	Email/Web Address
Policy Clarification and Interpretation	AVC, F&A	(865) 974-1000	avcfinadmin.utk.edu
Policy Training	AVC, F&A	(865) 974-1000	avcfinadmin.utk.edu

Related Policies/Guidance Documents

FI0420 – Contracts