Edit, Download, and Sign the Middle Georgia State University Contract Routing Form
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How do I fill this out?
To fill out this form, start by completing all sections with the necessary information. Make sure to attach any related documents and obtain required approvals. Digital signatures are required for the final submission.
How to fill out the Middle Georgia State University Contract Routing Form?
1
Complete the Requesting Department/Contract Information section.
2
Attach all related documents and ensure no conflict of interest exists.
3
Provide background check details if necessary.
4
Route the form to all required signatories for digital signatures.
5
Submit the completed form for final authorization.
Who needs the Middle Georgia State University Contract Routing Form?
1
University departments that need contract approval.
2
Staff members responsible for obtaining signatures on contracts.
3
Vendors who need their contracts reviewed by university officials.
4
Departments transmitting or storing data with suppliers.
5
Departments requiring approvals for mission-critical services.
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Open the PDF in PrintFriendly's editor.
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Click into the text fields to make changes.
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Add comments or additional information as needed.
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Save your changes within the editor.
5
Download the updated PDF for submission.
What are the instructions for submitting this form?
To submit the form, ensure all sections are filled, and required documents are attached. Send the completed form via email to contractsubmissions@mga.edu or fax to (478) 471-2001. Alternatively, submit it through the online portal at www.mga.edu/contract-submission or mail it to Middle Georgia State University, 100 University Parkway, Macon, GA 31206. Double-check for completeness to avoid delays.
What are the important dates for this form in 2024 and 2025?
Ensure contract submissions are reviewed within 30 business days. Check specific departmental deadlines for 2024 and 2025 to align with university schedules.
What is the purpose of this form?
The purpose of the Contract Routing Form is to streamline the process of contract review and approval at Middle Georgia State University. This form ensures compliance with university policies and procedures, promotes transparency, and secures necessary authorizations. By using this form, departments can efficiently manage contracts and mitigate potential risks associated with unapproved agreements.
Tell me about this form and its components and fields line-by-line.
- 1. Requesting Department/Contract Information: Includes fields for requester and additional contact details, department numbers, email, submission date, contract purpose, and supplier information.
- 2. Contract Checklist: Ensures all necessary documents are attached, no conflicts of interest exist, system identification is completed, software compatibility is approved, and funds are available.
- 3. Background Checks: Determines the need for supplier background checks based on interaction with students, employees, minors, sensitive data, and mission-critical services.
- 4. Contract Review: Provides fields for digital signatures from multiple parties, including requester, budget manager, chair/dean, procurement, legal counsel, cybersecurity, and VP Finance & Business.
- 5. Data Security Review: Addresses data security requirements and specifies the risk category for the supplier.
What happens if I fail to submit this form?
Failing to submit the form can result in delayed contract approvals and potential non-compliance with university policies.
- Delayed Contract Processing: Incomplete or missing forms can cause significant delays in obtaining necessary contract approvals.
- Non-Compliance with Policies: Failure to submit the form may lead to non-compliance with the university's policies and procedures.
- Increased Risk of Unauthorized Contracts: Contracts not reviewed through the appropriate channels may pose risks associated with unapproved agreements.
How do I know when to use this form?
- 1. New Contracts: Submit the form for any new contracts requiring review and authorization.
- 2. Contract Renewals: Use the form for renewing existing contracts to ensure continuous compliance.
- 3. Mission-Critical Services: Submit the form for contracts involving mission-critical services or sensitive data.
- 4. Supplier Agreements: Use the form for agreements with external suppliers or contractors.
- 5. Financial Commitments: Submit the form for contracts involving significant financial commitments requiring budget approval.
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How do I fill out the Contract Routing Form?
Complete all sections with the required information, attach related documents, and secure necessary digital signatures.
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Yes, generate a shareable link to send the document via email or other messaging platforms and collaborate with others.
What information is required in Section 1?
Provide the requesting department details, contract purpose, supplier information, and contract description.
Is a background check necessary for suppliers?
If the supplier interacts with sensitive areas such as students or confidential data, a background check is required.
Who needs to sign the Contract Routing Form?
The form requires signatures from the requester, budget manager, chair/dean, procurement, legal counsel, cybersecurity, and VP Finance & Business.
How long does the contract review process take?
Allow up to 30 business days for the contract review and approval process.
What happens if the form is incomplete?
Incomplete forms will delay the contract process and may require additional follow-up for missing information.
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