Fee For Service Agreements

When contracting on behalf of the university to provide a service to an outside entity, a Fee For Service Agreement is required. Fee for Service templates are for revenue generating contracts. If you will be incurring an expenditure, please refer to the Standard Agreement instead.

Using the University's Fee For Service Agreement Template

Please contact Procurement Services or your business office for the most current Fee for Service Agreement Template.

University departments may use this contract template to document the service rendered to an outside entity. Every effort should be given to always use the university’s revenue template. The template should not be given to a project coordinator or to the company to complete – their part in the process will be to provide the department’s business office staff with the information required to complete the template.

The contract negotiations need to begin as soon as possible. There may be numerous “back-and-forth” edits before the document is ready for signatures. Contract language negotiations should always be between Procurement Services and the company. Business office staff and/or project coordinators should not try to negotiate changes to contract language.

As of July 1, 2017, only the most current Fee for Service Agreement Templates will be accepted for review and signature.  All other contract templates will be returned.

Workflow using the University's Fee For Service Agreement Template

  1. The University desires to perform a service for a company
  2. The department business office gathers information about the project:
    • Company
    • Payment
    • Term
    • Contact name
    • Description of services to be done (deliverables)
    • Payment schedule
    • Protocols (if any)
  3. Business office contacts Procurement Services for the most recent Fee for Service Agreement Template.
  4. The business office completes the template and attaches the protocols
  5. The business office sends the document to Procurement Services for review/edits
  6. If the document is approved by Procurement Services, the business office emails the approved document to the company for their review and edits
    • If negotiations need to happen, this is when they should take place
    • Remember, Procurement Services will negotiate the contract language
  7. If all parties agree that the document looks good, the business office collects signatures from:
    • The Project Coordinator
    • The Dean
  8. The business office emails the Agreement to the company for their review and signature
  9. The Company signs and emails the Agreement back to the department’s business office
  10. All revenue Agreements must go to Procurement Services for signature regardless of dollar amount. These agreements can never be signed by the Department
  11. Procurement Services obtains signature and emails the Agreement back to the business office
  12. The business office distributes the Agreement to the Company and the Project Coordinator
  13. Revenue contracts do not get uploaded to the State
  14. The business office files the document according to their procedure

Using Another Company's Fee For Service Agreement Template

If the company insists on using their template, it could take longer to process. Procurement will need to carefully review the company’s template and make the necessary edits. Once reviewed and edits are made, the document will be sent back to the company so that they can see the university’s proposed changes. Most of the items from the table for using a company’s expenditure template apply to the revenue agreement as well.

One thing to remember, even though the negotiation process is sometimes lengthy and can be frustrating, once agreed upon, the university and the company have a document that can potentially be used many times over in the future should the parties want to continue to work together.

Workflow Using Another Company's Fee For Service Agreement Template

  1. The University desires to perform a service for a company
  2. The company has provided their template for the work to be done (by the university)
  3. The department’s business office checks the company’s template for the following information:
    • Payment
    • Term
    • Contact name
    • Description of services to be done (deliverables)
    • Payment schedule
    • Protocols (if any)
  4. The business office sends the document to Procurement Services for review/edits
  5. Procurement Services reviews and makes edits
  6. Procurement sends revised document to business office and business office sends to company contact person for their review and acceptance of Procurement’s edits
    • If negotiations need to happen, this is when they should take place
    • Remember, Procurement will negotiate the contract language
  7. If all parties agree that the document looks good, the business office collects signatures from:
    • The Project Coordinator
    • The Dean
  8. The business office emails to the company for their signature
  9. The company signs and emails the Agreement back to the business office
  10. All revenue Agreements must go to Procurement Services for signature regardless of dollar amount. These can never be signed by the Department
  11. Procurement obtains signature and emails the Agreement back to the business office
  12. The business office distributes the Agreement to the company and the project coordinator
  13. Revenue contracts do not get uploaded to the State
  14. The business office files the document according to their procedure