SOP-PURCH-12: Signature Decision Tree Text Version

This decision tree highlights agreements an IU department may be presented with and which IU office(s) should be consulted in each situation. This is not a definitive list but aims to provide guidance in common situations.

Depending on the complexity of an agreement, multiple offices may need to be consulted. For example, The Office for Research Administration (ORA) reviews agreements related to the receipt of research funds. IU Purchasing reviews agreements related to receipt of goods or services purchased with research funds.

Starting point: A department is presented with a document that requires a signature.

Step 1: Is the agreement between two IU departments?

• If Yes, After confirming FO approval, department may sign agreements with other IU departments, such as IU Catering or IU space rentals.
• If No, proceed to step 2.

Step 2: Is IU providing a good or service to an external entity via an approved Revenue Processing Activity (RPA)?

• If Yes, Office of the Vice President & General Counsel reviews. Visit the Forms & Templates page.
• If No, proceed to step 3.

Step 3: Does the agreement involve IU receiving funds for sponsored research or sponsored activity?

• If Yes, proceed to step 4.
• If No, proceed to step 5.

Step 4: Has a proposal development document been submitted?

• If Yes, Office for Research Administration (ORA) reviews. Email the agreement to IUaward@iu.edu and reference the Institutional Proposal Identification (IPID) number.
• If No, Office for Research Administration (ORA) reviews. Visit the Routing External Funding Documents page and submit a proposal.

Step 5: Is the agreement unfunded and related to a sponsored research project or activity such as DUA, NDA, MTA, etc.?

• If Yes, Office for Research Administration (ORA) reviews. Submit via the ORA Contract Request FireForm.
• If No, proceed to step 6.

Step 6: Is IU paying a subrecipient to perform a scope of work using a sponsored program account?

• If Yes, Office of Research Administration (ORA) reviews. Submit via Subaward Request Form.
• If No, proceed to step 7.

Step 7: Is IU paying an entity to perform a research project using a non-sponsored programs account?

• If Yes, Office for Research Administration (ORA) reviews. Submit via IU Funded Request Form.
• If No, proceed to step 8.

Step 8: Is IU receiving funds from a corporate sponsor?

• If Yes, Office of Corporate Sponsorship reviews. Submit via the office’s group email account.
• If No, proceed to step 9.

Step 9: Does the agreement involve travel, such as a hotel room block?

• If Yes, IU Travel Management reviews. Submit via the Travel Support Form.
• If No, proceed to step 10.

Step 10: Does the agreement involve receipt of a good or service?

• If Yes, IU Purchasing reviews. Follow SOP-PURCH-12.
• If No, Office of the Vice President & General Counsel reviews. Visit the Forms & Templates page.