The University's Procurement Policy specifies the rules for all University procurement and contracting activities, with specific requirements detailed for the purchasing categories. The UPST Contracts Team centrally manages and stores all contracts within the BuyWays Contracts Module (Total Contracts Manager - TCM) to create a unified technology platform for managing procurement services across all campuses.
As we approach the end of the Fiscal Year for FY25, it’s important to discuss ways to minimize delays in processing your contract transactions. To ensure a smooth process, staff are encouraged to submit contract requests by Monday, May 12th. You can also explore the UMass contracting process with the High-Level Contract Workflow for a concise overview of the steps it takes to create a contract.
Below are seven best practice tips to aid in the FYE process.
Use the Contract Requester Dashboard
This tool allows you to stay updated on the status of your contract requests, providing visibility into the progress and any pending actions.
Promptly Respond to Follow-ups
Be sure to review and address comments or questions from relevant departments such as UPST, Legal, IT, or Insurance. Timely responses help keep the process moving forward.
Include All Necessary Forms
Ensure your contract request includes all required documents like Exhibits, Rate Sheets, and other supporting materials. Remember, rate sheets are often included in the Statement of Work (SOW) and may not need to be attached separately.
Be Aware of Supplier Delays
Supplier responsiveness can impact timelines. Proactively engaging with suppliers to confirm their readiness can help mitigate delays.
Track Fiscal Year-End Dates
Mark key fiscal year-end deadlines on your calendar to avoid last-minute submissions that may result in processing delays.
Confirm BuyWays Notifications
Ensure your BuyWays notifications are properly set up to receive alerts and updates on contract approvals and next steps.
Verify Supplier Information
Double-check all names, titles, and email addresses of Supplier signatories to prevent errors that could slow down the approval process.
If you have any questions, please reach out to upst@umassp.edu.