--- title: "Configuring Contract Records" canonical: "https://kb.uconn.edu/space/FPB/27790475363/Configuring%20Contract%20Records" format: markdown --- After the contract has been [created](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27771109684) it must be properly configured and setup before it can be [submitted to workflow](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753250870) and activated for shopping. The Buying team will finalize settings during the [Procurement Finalization step](https://uconn.atlassian.net/wiki/spaces/FPB/pages/28347826226). Some additional configuration may also occur by the buying team after the contract execution. Below is a list of the fields that can be configured in the contract record, starting with the “Header”. ![image-20250606-130542.png](media://c3270a61-9781-4c3a-a905-2dabf350e473) ## **Header** 1. The first place where configuration will occur is at the “Header” on the contract. The “Header” provides an area for the key parameters of the contract. Some areas may be completed later in the process, particularly optional ones such as “Summary”. ![image-20250606-095059.png](media://35d25e2a-2d10-4b56-92f3-c99a3b64a076) - **Contract Number (required*)** - **Description:** The Contract Number is automatically assigned using the built-in number wheel in Contracts+. Default assignment is as follows: **UC-{Fiscal Year}-{Work Group}-#####.** This number can be overridden by clicking the pencil icon, editing the value, and saving the progress. - **Role Responsible for Config: **Primarily Contract Specialist. Buyer configuration for Cooperative Contracts, Lease Agreements (Real Property) ![image-20250606-095940.png](media://43951014-4869-48e2-9cb9-43257a3631a4) > ⚠️ Contract Number should only be changed on Cooperative Contracts, Construction Design, and Construction Services Agreements! - **Contract Name (required*)** - **Description: **The contract name is a title for the contract. - **Role Responsible for Config**: Contract Specialist, although a name may be added by the Buyer in the request, which will carry over into the Contract Record. Buyer configuration for Cooperative Contracts, Lease Agreements (Real Property) ![image-20250606-100639.png](media://f6a77fa5-b370-45c5-8e3f-4472283de6c4) > ⚠️ Contract Name cannot exceed 60 characters in length or it will fail integration to KFS. Please make sure to keep under 60 characters. - **Contract Type (required*)** - **Description: **The category of contract that defines the structure and content included therein. See [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753578547](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753578547) for a detailed overview. - **Role Responsible for Config**: Contract Specialist, although Buyers create Cooperative Contracts, Lease Agreements (Real Property), Sourcing Records and others. ![image-20250606-100654.png](media://8131174e-34ad-4827-a772-ff84bab0dcd2) - **Workgroup (required*)** - **Description:** Also referred to as “Procurement Category”, this is the buying category that supports the management of the contract. This designation affects routing to the correct contracting team to support the procurement category, and also reporting. - **Role Responsible for Config**: Buyer configures on the contract request submittal. Info carries over to Contract Record ![image-20250606-101151.png](media://6d6d8837-97a5-4b5c-aab1-c1a82fe07c5e) - **Summary (optional)** - **Description:** A textual overview of the contract. Could include information regarding its purpose and objectives, key terms, etc. A summary generated by Contracts AI can also be used. Please see [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27760001051/Contracts+AI+Features#%5CuD83D%5CuDCD8-Generating-AI-Summaries](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27760001051/Contracts+AI+Features#%5CuD83D%5CuDCD8-Generating-AI-Summaries) for more details. - **Role Responsible for Config**: Can be filled in by the Buyer or Contract Specialist ![image-20250606-101747.png](media://54a4edf0-eb62-484e-9e3f-68af67f2e28f) - **Contract Parties (required*)** - **Description:** These are the primary contacts for the University and the Supplier. - First Party: Usually, the First Party contact and address are filled in by default if a contract record template is chosen. This is primarily a Procurement contact that manages the contract, typically the Buyer. You can also choose to edit the contact field to add a new contact if needed: ![image-20250606-105127.png](media://d6ad0815-ebbf-40e5-8ddc-ebdd4f99cd64) ![image-20250606-105150.png](media://bd92d473-6281-44be-9b57-d983b09e64d6) ![image-20250606-110251.png](media://6ce934af-5c0b-4e25-9ea9-e55d156d96f5) ![image-20250606-110339.png](media://67375cf6-2425-41ff-98ec-8feef61f9433) The address for First Party Contacts will typically be selected as the below for Procurement contacts, but this can also be edited if needed ![image-20250606-110530.png](media://9cbab604-dcc3-497d-807b-94edeeed8b4b) - Second Party: The second party MAY have the appropriate contact as a selectable option, but if not, can also be added manually. ![image-20250606-105943.png](media://3827285f-8b29-4511-a2df-ba8b7c910018) ![image-20250606-110646.png](media://b74171ec-06a1-4d54-8553-7b736c2b0d3b) - **Role Responsible for Config**: Buyer chooses Supplier on the contract request submittal. Contract Specialist selects or adds contact name, and chooses fulfilment address as the address from the system. > ⚠️ Note: Choose the Second Party's listed “Fulfillment Address” as their address. DO NOT add an address. - **Dates and Renewal (dates required, renewal optional)** - **Description:** Dates and Renewal allow you to set the time zone, start date, and end date for the contract. Time zone should be left to EDT/EST. The start date will carry over from the Contract Request but can be edited here. The end date can also be edited. The end date can be set to expire on a specific date, expire after a term (set amount of time calculating the end date), or the contract can be set with no expiration. ![image-20250606-110922.png](media://408bd288-0af7-4822-87d8-cf389288eb4f) Renewals are not required, but may come over as part of the Contract Request submitted by the Buyer. These allow the contract to be extended later using the[ Extension (renewal) request option](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27776679943). The “Renewal Term” is the length of each renewal, while the “Renewals Remaining” is the number of renewals available. For instance, 2 renewals remaining with renewal terms of 2 years means the contract can be extended twice for 2 years each time. ![image-20250606-114135.png](media://9b92dda0-6ba5-43fd-84b4-583cba551a92) - **Role Responsible for Config**: Buyer configures on the contract request submittal. Info carries over to Contract Record. The Contract Specialist can change this as needed in the contract record. - **Workflow and Review Config (required*)** - **Description:** What appears in this section will vary based on contract record template and contract type. ![image-20250606-121444.png](media://19a250de-47c6-4be0-a165-3906be46d35f) The most common ones are as follows: - Workflow Approvals Needed? - Most contract record templates will toggle this to “Yes” by default. By toggling this off, it will bypass steps for senior contract specialist review, OGC, and AG reviews. This should only be used when contracts need to be expedited and with approval from the Director of Contracting and Compliance. - Is AG Approval Required? - AG approval required should be checked for all new contracts over $500,000 in value. If the buying team makes a request to release a contract prior to AG approval, this box can be checked to “no” to bypass that step. - Is this an amendment? - This box should be checked to “yes” if the contract record was generated from an amendment request. By selecting this option, amendment specific information can be completed. - Does the contract require signature workflow? - This should be set to “yes” for all contracts unless there is an exception where the document will be signed outside of the DocuSign process within the CLM. Toggling it to “no” removes these steps. - Is this an extension by written notice? - This box should be checked to “yes” if the contract record was generated from an extension (renewal) request. By selecting this option, extension specific information can be completed. - **Role Responsible for Config**: Contract Specialist, unless it is a Cooperative Agreement, Lease Agreement (Real Property), or Sourcing Record. - **Contract Value Check (required*)** - **Description:** The system can accept zero dollar contracts. If the contract has a value, check “yes”. If there is no value, check “no”. If a $0 value is entered along with a “yes”, then the contract will route to the Director of Contracting and Compliance as a precaution. it may be returned for correction. The Contract Specialist should copy the maximum amount payable from the “Legal Terms and Sourcing subsection of the header and paste it into the Contract Value field. ![image-20250606-124051.png](media://60286525-ad9e-45a3-8d2c-75cddfc73df5) **Role Responsible for Config**: Contract Specialist, unless it is a Lease Agreement (Real Property) > ℹ️ Please note that revenue generating contracts have a value based on the maximum revenue generated as specified in the contract. While not a max payable, this value should be added to the Contract Value field and contract dollar value question should be checked to “yes” **Legal Terms and Sourcing Data (Most fields within are required*, some optional)** - Description: This section contains important details needed for drafting the agreement and constitutes the bulk of the contract request. This section will appear under most contracts. The contents within may vary depending on the contract type. This section should have everything completed from the buyers submittal with the contract request. ![image-20250606-125600.png](media://570d1f32-1cbd-4b44-b717-c7768ae63db2) - **Role Responsible for Config: **Buyer during request, Contract Specialist to review and fill in any missing parts upon receipt. - **Department Info: ** ![image-20250721-174309.png](media://60d90255-727f-4f67-9723-2231f6237d9d) - **Description: **Some contract types may have a separate tab to add in department information such as contract name, e-mail address, and phone number. This information can be input here. - **Role Responsible for Config: **Buyer during request, Contract Specialist to review and fill in any missing parts upon receipt. - **Commodity Codes (optional): ** - **Description: **Commodity codes describe the type of good or service being purchased through the contract. Configuring this section increases the searchability of the contract and helps inform departments and buying teams what can be purchased from the contract. - **Role Responsible for Config: **The buyer may configure these at any time before or after the contract's execution. ## **Alternative Language** - **Description: N//A for configuration** - **Role Responsible for Config: N//A for configuration** ## **Attachments** - **Description: **The attachment section houses all links and attachments related to the contract. The general section includes anything that will print with the contract body. Make sure to edit the properties through “actions” to only include what you want to print/include with the contract body. You can also move documents to “internal only” to prevent them from printing. More information on attachments can be found in [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27756429596](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27756429596) ![image-20250606-132036.png](media://fa352671-5647-41c6-b191-77cfb0bf59b6) - **Role Responsible for Config: **Contract Specialist for most contracts. Buyer for Cooperative, Sourcing Record, and Lease Agreement (Real Property). ## **Obligations** - **Description: **Obligations are specific tasks or responsibilities assigned to a party under a contract, tracked until completion. For more information, see [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27755806854](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27755806854) - **Role Responsible for Config: **Primarily the Contract Specialist. The Buyer may also add obligations after the contract is executed. ## **Review Rounds** - **Description: **Review rounds initiate a dialogue between Contract Specialist and any of the following roles: Department, Buyer, Supplier. Extremal review rounds should be used exclusively. For more information, please see [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27796176899](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27796176899) - **Role Responsible for Config: **Contract Specialist will initiate ## **eSignature** - **Description: **The eSignature tab is where the contract specialist sets up signatories for the agreement. This can be done anytime before the contract is [submitted to workflow.](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753250870) > ⚠️ Note: If the contract is submitted to workflow without setting signatories, then it must be returned to draft in order to set up signatories prior to signing. ![image-20250606-145701.png](media://85159c7f-f5f6-42aa-aad2-6f5c9ad18f0e) Depending on the “Contract Record Template” used, a default First Party Signatory may be present. To add a new signatory/recipient, click the “Add Recipient” button From here, you can: - Choose the contract party as the University or the Supplier - Change the role of the individual to “Receives Copy” (receives a carbon copy only) or “Needs to Sign” which designates them as a signatory. - Change the contact from the existing contact option - Manually enter a new contact. - Set a signing order for the envelope When this step is complete, choose save changes. ![image-20250606-174053.png](media://4745fc8c-7a53-40f8-9cf6-fd89595218a5) To edit the existing signatory, click the edit button. Then click “Edit/Reorder Recipient”. From here, you can - Change the role of the individual to “Receives Copy” (receives a carbon copy only) or “Needs to Sign” which designates them as a signatory. - Change the contact from the existing contact option - Manually enter a new contact. When this step is complete, choose save changes. ![image-20250606-145949.png](media://147be1fa-dab4-45ce-b891-1c2099d60828) ![image-20250606-150014.png](media://99cda984-6bcd-4f87-ad4d-2c8fdde138b0) > ⚠️ The University signatory must be eligible based on the University’s delegation of contract authority policy to sign the agreement on behalf of the University. Please review [https://uconncontracts.uconn.edu/uconn-delegation-of-contract-approval-and-signature-authority/](https://uconncontracts.uconn.edu/uconn-delegation-of-contract-approval-and-signature-authority/)for more details. - **Role Responsible for Config: **Contract Specialist **eProcurement Setup** ![image-20250606-174446.png](media://c6e76905-f42f-4ad6-811b-a6915018b848) - **Description: **The e-procurement setup sets up shopping rules in the e-procurement module for the specific contract. The only use case for Procurement is to edit the payment terms section specifically. Payment terms, select the drop down menu to select the applicable payment terms. Once selected, click “Save Changes” to enable the payment terms. ![image-20250606-174535.png](media://5d07c5be-875b-45a5-afbb-187ac6817fe8) ![image-20250606-174835.png](media://fdc1bf35-92cc-408a-91df-a9fad998e412) > ⚠️ Note: If no payment terms are selected, purchase orders generated from the contract will default to the Supplier profile set payment terms. If there is no default set on the profile, the standard terms the system will use are “Net 45”. - **Role Responsible for Config: **The Buyer may configure these at any time before or after the contracts execution. This should be configured before the first order is placed, and changed if the payment terms change on the contract. ## **Budget and Spend** - **Description: **The Budget and Spend feature lets Procurement set a spending limit on a contract record. It can be used to enforce spend thresholds and trigger system notifications when a contract approaches or reaches its budget. **There are two common use cases:** - **Max payable contracts** — Set the budget equal to the contract's maximum payable amount. This prevents spending from exceeding the agreed-upon contract Value. - **Cooperative contracts without a participation agreement** — Since these don't have an explicit max payable, a budget can be set to flag when the contract may need to be brought to the Board of Trustees (BOT) for information or approval. ![image-20250606-180254.png](media://39495cdc-9a16-4033-9b53-cb6f6d234daf) > ⚠️ Note: Budget and Spend tracks spending **per contract version**, not across the entire contract lifecycle. Each version — the base agreement, Amendment 1, Amendment 2, etc. — has its own separate budget. This means budget balances do **not** automatically carry forward when a new version is created. > ⚠️ > ⚠️ To view total spending across all versions, refer to **Lifetime Spend**, found in the **"Total Contract Value"** banner in the upper left of the contract record. ![image-20250606-181320.png](media://52ab7753-5bb3-4d6b-81f1-1eb6aab68c5f) - Carrying Over Unused Budget When Amending a Contract: When an amendment is executed and a new contract version is created, any unspent budget from the prior version must be **manually carried forward** and added to the new version's budget. The system does not do this automatically. How to calculate the new version's budget: > New Version Budget = Unspent Balance from Original Budget + Amendment Value Example: | **Value Type** | **Amount** | | --- | --- | | Original Contract Value | $1,000,000 | | Original Budget | $1,000,000 | | Invoice Spend Under Original Version | $830,000 | | Invoice Spend Remaining from Original Budget | $170,000 | | Amendment Value | $400,000 | | New Version Budget to Enter | $570,000 | In this example, the amendment's Value in the system is $400,000 — but the correct budget to enter for the new version is $570,000, because the $170,000 unspent balance from the original budget must be manually carried forward. - **Role Responsible for Config: **The Buyer may configure these at any time before or after the contracts execution. This should be configured before the first order is placed, and managed throughout the life of the contract. ## **Applies To** - **Description: **The “Applies To” section controls visibility of the contract across the University in HuskyBuy. By default, most contracts are visible to the entire University. In certain circumstances, the Buyer or Contract Specialist may need to make a change to visiblity. ![image-20250606-181554.png](media://30150909-1960-4d84-8deb-cd35ce36d121) The change can be made by selected the available department from the list and click the “right arrow”. Once the department has moved to the right side labeled “Departments with access to this Contract”, you can click the blue “Save Changes” button. ![image-20250606-181812.png](media://e83b1000-a825-4e36-ac1f-3bc633350f58) - **Role Responsible for Config: **Contract Specialist for PSAs to choose the appropriate department. Buyers to ensure Sourcing Records are only visible to Procurement. ## **Users and Contacts** - **Description: **The Users and Contacts section allows you to edit access, control, and who can receive notifications about the contract. The best practice is to add all appropriate contract managers through the “Edit Users” button. Additionally, departmental stakeholders or entire stakeholder departments can be added to receive notifications. ![image-20260121-144510.png](media://93c6bd5b-5f27-4c74-ab8f-4cb74f4df72d) > ℹ️ BUYERS- During the drafting process, please leave the Contract Specialists name as a Contract Manager. This helps the Contracting team understand assignment and workload. > ⚠️ FOR AMENDMENTS ONLY: Contract Specialists should change the contract manager name to their own name after creating an amendment. Otherwise it will not show up in their works in progress queue! ## **Notifications** - **Description: **The notifications section allows the user to select who will receive which types of notifications, and period of notice they will receive for date based notifications, to set notifications based on spend amounts or % of budget, and more. Most “Contract Record Templates” will have settings enabled by default, but these can be fully customized for each contract record. When done making adjustments, click “Save Changes”. ![image-20250606-185924.png](media://ceb0f6c1-049a-43f8-b20d-f70c08caeb5b) - **Role Responsible for Config: **The Buyer may configure these at any time before or after the contracts execution. This should be configured before the first order is placed, and managed throughout the life of the contract. ## **Contract Family** - **Description: **Contract Family” shows all versions of a contract including the base version and any amendments or renewals. As noted above, each version has its own “Value”. Each amendment or renewal will supersede the previous record. ![image-20250606-190214.png](media://6764d792-f763-4c3c-89e2-7e53ebe2cc80) “Contract Family” can also be used to create associations between unrelated contracts. By clicking “Link a Child to this Contract”, you are able to create this association in the system. For instance, if someone were to place an OEM software license agreement as a child under a reseller agreement, this could help Procurement best understand which resellers are managing these OEM agreements. ![image-20250606-191541.png](media://b41df17e-578e-4c43-b331-1e893edb9e14) - **Role Responsible for Config: **The Contract Specialist will best understand the relationship between various contracts and should manage this section. The following sections are not covered in this artcile as they may be covered elsewhere in the training documentation or are not typically used: - Scorecards: **Not used.** - Approvals: see [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753250870](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753250870) - Goods and Services: **Not used.** - PO Clauses: **Not used.** - Comments: see [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27739553851](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27739553851) - Communication Center: see [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27796176899](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27796176899) and [https://uconn.atlassian.net/wiki/spaces/FPB/pages/27739553851](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27739553851) ## \uD83D\uDCCB Related articles > Macro (contentbylabel)