IntelAgree Contract Submission

All academic- and procurement-related contracts must be submitted in IntelAgree for review and approval by the University.

Initial Approval
Contracts are submitted by and on behalf of the requestor’s department or division, and they must first be reviewed and approved by departmental and divisional leadership before advancing to full contract review.

Departmental approval is typically done by the department chairperson for academic departments or the director for administrative departments. Divisional approval is typically done by the dean for colleges or the vice chancellor or vice provost for administrative divisions.

As part of this initial approval, departmental and divisional approvers should review the IntelAgree contract submission for a thorough understanding of the contract’s purpose; however, they are not required to review the technical aspects of the contract. Those details will be handled during full contract review.

Departmental and divisional approvers should consider:

  1. the contract’s purpose;
  2. how the contract benefits their department or division, or the University as a whole;
  3. the cost to the University and how it fits into the department or division’s budget; and
  4. the obligations the University is committing to under the contract, such as the length of the contract and whether the University has the ability to exit the contract if circumstances change.

Contract Review and Approval
Following initial departmental and divisional approvals, the contract will then enter full contract review.

Academic Affairs
For all academic-related contract submissions, Academic Affairs must review and approve the contract terms prior to signing.

Procurement Services
For all procurement-related contract submissions, Procurement Services must review and approve contract terms prior to signing. Procurement Services conducts its review in two-steps:

First, a procurement specialist will review the IntelAgree submission to determine if the potential purchase falls within the state procurement rules and guidelines.

The procurement specialist will look at:

  • the dollar value of the contract to determine whether the purchase can move forward or whether it needs to be competitively bid out
  • whether there is a state-term or UNC System-wide contract in place covering the goods or services to be purchased.

Second, the procurement contract manager will review the contract terms to ensure that they fall within the requirements of state law and University policies. During their review, the procurement contract manager will make “redline” revisions to the contract and will work with the contract requestor to share the University’s revisions with the counterparty for their review and approval.

Legal Affairs
The Office of Legal Affairs provides contract review for all contract submissions that do not originate on a pre-approved, University-maintained contract template. As part of their review, Legal Affairs reviews contracts to ensure that the contract is legally sound, enforceable, and does not contain prohibited clauses as required by law.

In addition to their standard review, Legal Affairs must also review and approve contracts with special clauses, such as those involving unique terms or contracts involving term agreements for supplies, services, or other significant obligations exceeding One Million Dollars ($1,000,000).

Negotiation and Signature
After a contract receives all necessary approvals in IntelAgree, its ready to progress to signature.

If a contract has been approved without any revisions by the University, it will advance directly to approval. The procurement contract manager will work with the contract requestor to confirm who will sign on behalf of the counterparty and will set up the contract for electronic signatures in IntelAgree.

If a contract has been approved with revisions by the University, the procurement contract manager will work with the contract requestor to communicate the University’s revisions to the counterparty. Once a line of communication has been established, the contract manager will negotiate the proposed revisions with the counterparty. Once the negotiation is complete and terms are finalized and approved, the contract manager will confirm who signs on behalf of the counterparty and set up the contract for electronic signatures in IntelAgree.