---
title: "Adding contract records not requiring authoring/signature"
canonical: "https://kb.uconn.edu/space/FPB/27779530787/Adding%20contract%20records%20not%20requiring%20authoring%2Fsignature"
format: markdown
---
Many contract records added by Procurement do not require authoring by a contract specialist nor do they require University signature.  The most common examples include:

- Cooperative Agreements (with no participation agreement)
- Sourcing Record
- Lease Agreement (Real Property)

The below will instruct you on how to add each of these agreements into the system as contract records:

## \uD83D\uDCD8 Cooperative Agreements

1. Instead of making a contract request, navigate to the “Create New Contract” button

![image-20250602-170550.png](media://e400da74-51d4-4383-996c-70b6c8a94933)


2. A wizard will appear.  Give your contract a name, and select “Cooperative Purhcasing” as the type.  Choose the “Cooperative (No PA) contract record template.  Select the Procurement Category under “Workgroup”.  When you have completed all fields, click “Create Contract” to proceed”

![image-20250602-124745.png](media://64ef586b-f794-4130-957c-2eb1a28fef76)

> ⚠️ Contract Names are restricted to 60 characters.  If the name exceeds this length the contract will fail to integrate to KFS.  Do not try to fix in KFS manually.  The CoE is automatically notified of the error.  To fix the issue, check the contract out and shorten the name to less than 60 characters. Once you have done this you can let the CoE know the contract can be re-queued. Please note, the contract name field itself does not stop you at 60. It may be beneficial to manually perform a character count before saving your changes.

3. From here, fill in all of the required fields in the header.  This includes start and end date, as well as the Supplier information under “Contract Parties”.  You will notice “Use eSignature for this contract?” is selected as “No”.  This will allow us to bypass the signatory steps later on in the process.

![image-20250602-125334.png](media://a18ec1fd-418b-4afc-8e7e-2426e5e7e1d9)

You will also need to make sure to change the contract number from the default to the Consortia/GPO contract # by clicking the pencil icon.  This allows the Supplier to recognize the appropriate contract # and apply the correct pricing, discounts, and terms.

![image-20250916-165106.png](media://9568f565-f41b-4baa-93df-f8dc23aa2673)

![image-20250916-165142.png](media://58bab8d3-dbcc-486b-a346-7640d8f6dfae)

When finished with this step, click save progress.

> ℹ️ Note:  Cooperative contracts do not have a Contract Value, as there is no max payable established.  However, you can set a Budget for the contract to keep track of spending.

4. An abbreviated section for “Legal Terms and Sourcing Data” is required in these contracts. Complete this information and click “Save Progress”

![image](media://898e9b16-37c8-452a-a02a-d56edbc52b24)

![image-20250602-125716.png](media://33f00173-a0bf-432c-a4e1-d18c6ff1b463)

5. With the header complete, attach the contract documents.  Make sure to set the contract document as “Main Document”

![image-20250602-125931.png](media://f7fc6574-dfb8-404e-8416-4211e0036303)

6. The contract can now be added.  Navigate to “Submit for Approval” and click it.  Click “Submit for Approval”.  The contract will become active within a few moments.  No other steps are required.

![image-20250602-130226.png](media://6544e135-fed8-4769-b620-de9338005b44)

## \uD83D\uDCCB Sourcing Record

1. Instead of making a contract request, navigate to the “Create New Contract” button

![image-20250602-170550.png](media://e400da74-51d4-4383-996c-70b6c8a94933)

2. A wizard will appear.  Give your contract a name, and select “Sourcing Record” as the type.  Choose the “Sourcing Record” contract record template.  Select the Procurement Category under “Workgroup”.  When you have completed all fields, click “Create Contract” to proceed”

![image-20250602-170717.png](media://0ceb2b8b-fb73-42bb-b1a4-491a214242b8)

3. From here, fill in all of the required fields in the header.  This includes start and end date, as well as the Supplier information under “Contract Parties”.  You will notice “Use eSignature for this contract?” is selected as “No”.  This will allow us to bypass the signatory steps later on in the process.

![image-20250602-171045.png](media://3922fdba-1881-4d8f-b0f1-24617fc1de7f)

4. An abbreviated section for “Legal Terms and Sourcing Data” is required in these contracts. Complete this information and click “Save Progress”

![image-20250602-171031.png](media://4895f061-bf54-46c0-aa8d-1905e96e7bb9)

5. Go to the “Sourcing Record Only” tab and select whether this is an informal bid or a sole source.  Then click, “Save Progress”

![image-20250602-171237.png](media://019d077c-47bd-461a-9a87-ce3e1c1dfa5a)

6. With the header complete, attach the relevant documents (i.e. informal bid response, sole source documentation, etc”.

![image-20250602-171528.png](media://a8846d68-0363-4a18-a3d4-a35392f4cfae)

7. The contract can now be added.  Navigate to “Submit for Approval” and click it.  Click “Submit for Approval”.  The contract will become active within a few moments.  No other steps are required.

![image-20250602-171621.png](media://69444ab1-ae2f-44e4-bb73-8e4bd8ab1fde)

> ℹ️ Note:  You can search HuskyBuy for the Contract Type: “Sourcing Record” to return all sourcing record documents.  You can further filter these by sourcing record types by using the filters as shown below

![image-20250602-171830.png](media://f1f6bb46-812a-4128-bedc-e861a82d559c)

##  \uD83D\uDCD8  Lease Agreements (Real Property)

1. Instead of making a contract request, navigate to the “Create New Contract” button

![image-20250602-170550.png](media://e400da74-51d4-4383-996c-70b6c8a94933)

2. A wizard will appear.  Give your contract a name, and select “Lease Agreements (Real Property)” as the type.  DO NOT choose a contract record template.  Select the Procurement Category under “Workgroup”.  When you have completed all fields, click “Create Contract” to proceed.

![image-20250602-172712.png](media://f250217b-c6fe-4a06-9903-c9a80e9e47ac)

3. From here, fill in all of the required fields in the header.  This includes start and end date, as well as the Supplier information under “Contract Parties”.  Make sure to update the toggle for “Use eSignature for this contract?” to “No”.  This will allow us to bypass the signatory steps later on in the process.

![image-20250602-172954.png](media://76a57e50-4a0e-41e2-a4e1-e8453176e21d)

4. With the header complete, attach the relevant contract documents.

![image-20250602-173054.png](media://4a661714-c90b-4a77-8251-d6e0d1dde113)

5. The contract can now be added.  Navigate to “Submit for Approval” and click it.  Click “Submit for Approval”.  The contract will become active within a few moments.  No other steps are required.

![image-20250602-173142.png](media://04ce619e-fbed-487c-8305-2118182eba63)

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