Contract Fields

GUIDE STATUS: IN REVIEW

Field	Description
Activity	Provides a list of changes to the contract information.
Appendix DS	Specifies a Supplier's cybersecurity and risk management responsibilities when a Supplier has access to institutional information and/or IT resources. Appendix DS is an appendix to the standard UC Purchasing Agreement.
Application model	Application model associated with the contract.
Approval history	Provides a list of approvals and rejections for the contract.
Approver	The person who approves or rejects the contract. This is typically the director of the OIT division responsible for the contract.
Automatically renew/extend	Indicates whether or not the contract can be renewed at the end of its term.
BO analyst	Business Office analyst overseeing the contract.
Business Associate Agreement (BAA)	An agreement between a healthcare provider and a Supplier when the Supplier might receive access to Protected Health Information (PHI). Appendix BAA is made part of agreements between UC and the Supplier, including the standard UC Purchasing Agreement.
Comments	General information and comments relating to the contract.
Commitment	Amount committed to spend with this vendor during this time period, from the start to the end of the contract.
Contract administrator	Individual who works for the vendor and is responsible for managing the contract.
Contract model	Model to which the contract is assigned. Refer to the Contract Models table.
Contract number	Number assigned to the contract by the vendor.
Cost adjustment amount	Numerical increase or decrease in price of contract. To indicate a decrease in price, enter a negative number. Either a Cost adjustment or Cost adjustment percentage can be specified, but not both.
Cost adjustment percentage	Percentage increase or decrease in price of contract. To indicate a decrease in price, enter a negative percentage. Either a Cost adjustment or Cost adjustment percentage can be specified, but not both.
Cost adjustment type	Type of cost adjustment applied to the contract: Fixed, Manual, or CPI (consumer price index).
Cost center	Cost center (division or team) that is financially responsible for the asset.
Description	Detailed description of the contract.
Discount	Discount vendor has agreed to provide.
Division	OIT division responsible for managing the contract.
Effective tax rate	Effective tax rate to apply to the total cost, if applicable. Effective tax rate is usually the average tax rate charged.
Ends	Date on which the contract expires. Leave the end date blank to create an open-ended contract. This field is mandatory if the contract model is Purchase Agreement or NDA.
Funding source	Code or name indicating the source of the funds for the contract.
General Data Protection Regulation (GDPR)	Included in contracts where UC's Suppliers will be collecting, accessing, storing, or using personal information of individuals located in the European Economic Area 1 (EEA) in the performance of their Services to UC. Appendix GDPR is made part of the agreements between UC and the Supplier, including the standard UC Purchasing Agreement.
Has rate card	Check box to indicate whether the contract has an associated rate card.
Hosting type	The hosting type of the contract is selected from the following: Supplier Cloud - software hosted by a vendor or Saas software. UCI Cloud - software hosted by UCI on a cloud platform such as AWS or off UCI premises. On Premises - software running on machines located on UCI property. Hybrid - components run in the cloud as well as on premises.
Invoice payment terms	Terms that explain how to pay the contract. For example, Net Monthly Account or Net 30.
KFS number	KFS account number associated with the contract.
Location	Location covered by the contract.
Number	Unique number identifying the contract record. This number is supplied by the system when the contract is saved and cannot be changed.
Options	Duration of the contract renewal or extension. For example, 1 year.
Payment amount	Amount which has been paid on the contract to date.
Payment schedule	Schedule that defines when to make payments. For example, Monthly or Annually.
PO number	Purchase order number assigned to the contract.
Renewal/extension contact	Individual who works for the vendor and is responsible for renewing the contract.
Renewal/extension date	Date on which the contract renewal or extension takes effect.
Renewal/extension end date	Date on which the contract renewal or extension ends.
Renewed Annually	Indicates whether or not the contract renews annually.
Sales tax	Indicates whether or not sales tax is applied to the total cost.
Short Description	Brief (100 characters or less) description of the contract. Use the Description and Comments fields to provide more detailed information.
Starts	Date on which the contract takes effect. This field is mandatory if the contract model is Purchase Agreement or NDA.
State	Current state of the contract. Refer to the Contract States table.
Substate	Current substate of the contract. Refer to the Contract Substates table.
Tax cost	Total cost of the tax.
Tax exempt	Indicates whether or not the contract is exempt from tax.
Total cost	Final cost of the contract after adjustments have been applied. If a contract has one or more rate cards, this field shows the combined value of all rate cards.
Vendor	Vendor responsible for the contract. This field is mandatory when the contract model selected is NDA or Purchase Agreement.
Vendor account	Vendor account associated with the contract.

Update Log

Updated By	Date	Notes
Michael Anthony Waara	04 Aug 2020	Added definitions. Pending review.
Michael Anthony Waara	09 Jul 2020	Updated field names to current contract module.
Michael Anthony Waara	08 Jul 2020	Initial Creation.