Processing of Service Contracts

Time Period Required for Processing of Service Contracts



Commencement & Termination Dates Of Service Contracts

A contract should not be scheduled to commence prior to the required time periods for receiving required approvals. See section below on Time Periods Required For Processing Of Service Contracts.

Only under prior approved circumstances should a contract be scheduled to commence prior to the time period for receiving all required approvals.

Time Period Required For Processing Of Service Contracts

For Contract up to $2,000:

The Contract Coordinator should submit the contract at least (7) days prior to the commencement date of the contract for contracts up to $2,000 for review and funding verification.

However, the Contract Coordinator may submit the service contract at any time before the start of services, during service execution, or after completion of services for contracts up to $2,000.

The Contract Coordinator shall be personally responsible for payment of any services he or she authorizes outside the scope of contractual services or for any service work he or she authorizes without sufficient funding.

For Contract up to $20,000:

1. The Contract Coordinator shall submit the contract at least (14) days prior to the commencement date of the contract for contracts over $2,000 and up to $20,000 with the exception of accounting, auditing and legal services of $2,000 or less.

2. The Contract Coordinator shall submit the contract at least (45) days prior to the commencement date for accounting or auditing services. The State Legislative Auditor must approve accounting or auditing contracts up to $20,000.

3. The Contract Coordinator shall submit the contract at least (60) days prior to the commencement date for legal services. The State Attorney General and the University of Louisiana System Office must approve legal service contracts up to $20,000.

For Contract over $20,000:

1. The Contract Coordinator shall submit the contract at least (60) days prior to the commencement date of the contract for Office of Contractual Review approval for contracts over $20,000.

2. The Contract Coordinator shall submit the contract at least (60) days prior to the commencement date of the contract for Office of Contractual Review and State Civil Service approval for contracts over $20,000.

3. The Contract Coordinator shall submit the contract at least (60) days prior to the commencement date of the contract for Office of Contractual Review and a second state agency approval is required for contracts over $20,000.

4. The Contract Coordinator shall submit the contract at least (60) days prior to the commencement date of the contract when three or more agency approvals are required for contracts over $20,000.

5. The Contract Coordinator shall submit the contract at least (60) days prior to the commencement date of the contract for University of Louisiana System Office, Office of Contractual Review and/or State Civil Service approvals for contracts over $20,000.

Note:

The Contract Coordinator shall submit the contract at least (?) days prior to the commencement date of the contract is defined as when the contract is received and time-recorded in the Purchasing Department. For contracts over $20,000, the processing and approval time for the Purchasing Department has been included in the days outlined.



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