Overview

Extending a contract is different from a renewal in that you can’t specify a start date for an extension. Instead, you can set an end date for the extension, and the start date is the same as the original contract’s end date. This guide assumes that the proper steps were taken to communicate with the Vendor and Contract Administrator to initiate the extension process. Follow the instructions below to submit an approval request for a contract extension. If a renewal to the contract is needed instead follow the Renew a Contract guide.

Conditions for Extensions

Contract State must be either Active or Expired.
Contract Substate must be either None or Rejected.

Extend a Contract

Navigate to the contract to be extended.
Click the Extend button in the upper right-hand corner of the content frame.
If the extension information was filled out previously, but not submitted for approval, it will appear in the dialog box below.
Enter in a value for the Extension Contact field. This is most likely the individual who works for the vendor that is responsible for extending the contract.
If you choose an option from the Extension Option field, it will automatically populate the Extension End Date as follows:
1. Active and Expired contracts are treated the same way.
2. Based on the length of the extension you specified in the Extension Option field, the Extension End Date will be populated that length of time in the future from the current contract End Date.
3. After submitting and the extension being approved, the Renewal/Extension date on the current contract will update to the current contract End Date.
Alternatively, update the Extension End Date field to a date past the current contract End Date.
Make sure the Approver is correct. If changes are needed, enter the new individual in the Approver field.
If there are any cost adjustments to be made to the contract, fill out the adjustment information:
1. Select a value from the Cost Adjustment Type dropdown.
2. Enter a value for the Cost Adjustment (dollar amount) or Cost Adjustment %. Filling out one field will automatically populate the other based on the existing contract financials.
To save the extension information and not submit for approval, click Save But Do Not Submit. The contract Substate will change to Awaiting Review.
Update all other contract fields as necessary on the contract record.
To submit the extension for approval, click Submit for Review. The contract Substate will change to Under Review.
Click Update at the upper right-hand corner of the content frame to save your changes.

Revision History

Revised By	Revised Date	Approved By	Approved Date	Comments
Michael Anthony Waara	01 Sep 2020	Chris Nelson	08 Sep 2020	Initial draft.

GUIDE STATUS: PUBLISHED

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