Purchasing Contracts

1. All contracts must be in writing and signed by both the individual authorized to sign on behalf of the University and the other party.
2. Each contract must identify the other party’s legal name and address, the term of the agreement, and the scope, cost, and deliverables to be provided under the agreement.
3. University templates must be used whenever possible; deviations require additional review and approval.
4. No employee may sign or commit the University to a contract unless expressly delegated such authority. Individuals who sign on behalf of the University may be held personally liable for the contract.
5. All contracts and related documents must be entered into IntelAgree for review, approval routing, and storage.

IntelAgree is N.C. A&T’s centralized platform for submitting, reviewing, and approving contracts. The overview below outlines each step of the process from initial submission to final signature, to help users navigate contract routing efficiently and accurately.

To gain access to IntelAgree or schedule a departmental training session, please reach out to IntelAgree@ncat.edu.

1. Submitting a Contract

Authorized Users may submit contracts in IntelAgree by:

• Completing a University contract template, or
• Uploading a vendor/contractor document (“Party paper”).

Users will answer basic questions about the contract (purpose, term, financial obligations). Party-paper submissions require additional questions that may trigger special reviews, such as:

• Information Technology Services (IT, software, network, cloud services)
• Academic Affairs (course or program exchanges)
• Division of Research (research-related agreements)

2. Initial Approvals

Every contract requires two approvals before University review begins:

• Department Approval – department chair, director, or associate vice chancellor
• Divisional Approval – dean or vice chancellor

Procurement Services will also review goods and services contracts for compliance with procurement requirements.

3. University Contract Review

After initial approvals, contracts route through the appropriate University units, which may include:

• Attribute-based reviewers (e.g., ITS, Academic Affairs, Research)
• Procurement Services Contract Manager
• Office of Legal Affairs

Legal review is required when the contract:

• Uses a non-standard vendor form
• Involves high risk, data access, insurance, IP, or indemnification
• Has significant financial value or liability

Contracts using approved University templates with no substantive changes generally do not require additional legal review.

4. Redlines & Negotiation

Goods and services contracts: Procurement Services negotiates any required changes with the vendor.

Academic contracts: Academic Affairs provides edits; the User communicates with the vendor to finalize changes.

5. Contract Signing

Once negotiations are complete, the Procurement Services Contract Manager routes the final agreement for signature through IntelAgree’s e-signature platform.