Templates and Forms
We have recently updated our contract templates. To assist you in selecting the appropriate template, please refer to the Agreement Guide For the most up-to-date versions, please ensure you always use the templates available on our website.
- Services Agreement Template
- School/Group Visitor Agreement
- Fine Arts Loan Services Agreement Template
- Art Model Agreement Template
- Facility Use Agreement Template
- Summer Camp Agreement Template
- Photo and Video Release Form
For International Visitors
- Foreign Visitor Information Form
- Form W-8BEN (for individuals)
- Form W-8BEN-E (for entities)
- Form 8233
Contract Review and Signature Requirements
- Please complete your contracts well in advance and before payment is requested.
- Contracts less than $25,000 require review and signature from the requestor and senior staff member for your division.
- Contracts $25,000 and greater require review and signature from the SU Sponsor, Senior Staff member for your division, and Lenora Chapman, VP of Finance and Administration.
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Lenora Chapman, VP of Finance & Administration must sign the following contracts:
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- $25,000 or more,
- Finance and Administration Contracts
- Information Technology Contracts
- Off-Campus Event Contracts
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All contracts requiring Lenora Chapman’s signature must be emailed to Erica Smith before requesting signature via Adobe Sign.
Technology/Funding Approvals
- Contracts for Technology require the review and signature of Director of Information Technology, David Sanchez.
- Contracts utilizing grant funds require the review and signature of Gift and Grant Accountant, Maria Kruger.
- Contracts utilizing project funds require the review and signature of Senior Accountant, Stephanie Brooks.
- Contracts utilizing endowment funds require the review and signature of the Assistant Controller, (until this position is filled please send to Jennifer Martinka for review and signature)
Signature Workflow
The signing process for contracts should be a seamless, continuous loop, commencing with the initiation of the vendor’s signature and subsequently progressing through SU signatures in accordance with the hierarchy of approval levels.
*For any agreements requiring signature by the VP of Finance and Administration, list Director of Contracts and Procurement, Erica Smith, as the signer. She will review the agreement a second time and delegate it to the VP of Finance and Administration for Signature.
**Some departments may have additional signatures/delegations internally ex. Department chairs, administrative assistants, etc. contact Erica Smith with questions.
Agreements for departments within Finance and Administration (Business Office, HR, IT, Facilities, Title IX, Budgeting and Planning, Contracts and Procurement) should follow the signature workflow below.
* List the Director of Contracts and Procurement as the signer. The Director of Contracts & Procurement will review the agreement a second time and delegate it to the VP of Finance and Administration for Signature.
After Signature is Complete
Upon the successful completion of the signature process, all signatories should receive a finalized document from Adobe Sign. The contract originator must coordinate with the designated members within their department to process payment and save the contract and any supplementary documents in Southwestern’s Bonfire Contract Management System. For inquiries concerning payment matters, please refer to the Business Office. Any queries related to Southwestern’s Bonfire Contract Management System should be directed to Erica Smith, the Director of Contracts and Procurement.
Insurance
Resources are provided below to request SU’s insurance certificate or request one on behalf of guests/third parties. EIIA’s Insurance Guidelines are also provided for reference.
- Request for SU Insurance Certificate
- Request a COI on behalf of your campus guests/third-party
- EIIA Insurance Guidelines
Bonfire Contract Management
Bonfire is Southwestern University’s campus-wide contract management system. Resources are provided below to assist users. Please contact Erica Smith, Director of Contracts and Procurement, for assistance.
