Supplier Contracts and Renewals Frequently Asked Questions 


How do I get a contract with a supplier?

Complete a Contract Request Form to request a one-time, annual, or multi-year Supplier Contract.  

 

The Contract Request Form should be used for requesting a new contract for Professional Services, Routine Services, Service Agreements, Software License or Subscription Agreements, for Goods or Parts, Equipment Loans, and Lease or Test Plot Agreements.

 

After choosing the type of contract you need, short descriptions have been included for each type, the form will provide questions specific to information needed for that type of contract.  Please make sure to include any additional information you may have about the contract, including pdfs of emails, additional documentation, etc. in the uploads section at the bottom of the page.  The form is able to accept a maximum of three attachments, but you are welcome to combine documents before attaching if you have more than three.   

A Procurement Agent will review the submitted Contract Request Form and contact you, or the department contact you listed on the form, with any additional questions. 

Once the Supplier Contract is created in Workday, it will route to the Cost Center Manager(s) for the Worktag(s) for approval.

 

How do I renew a current contract with a supplier?

If you need to renew a current Supplier Contract, please email the Procurement Agent who assisted with the current Supplier Contract directly with the SCN-####### of the current contract and the name of the supplier.  Contact information for each of the Procurement Agents can be found on our Staff Page.

If you do not know the Procurement Agent’s name, you may e-mail the SCN-####### of the current contract and the name of the supplier to procurement@iastate.edu.

All Supplier Contract renewals will also route to the Cost Center Manager(s) for the Worktag(s) listed on the contract.

 

Are there contracts that are available to the whole University?

Yes! University contracts can be found under Contracts.  You can view current University contracts by either supplier name or by commodity.

These contracts are available for use by all university departments and units. Please refer to each of the individual contract pages for instructions on how to use these contracts.

 

What is a Supplier Contract Amendment in Workday?

Supplier Contract Amendments are created by a Workday process that looks at all existing contracts that will expire in the next 90‐120 days and creates a renewal for the next contract year (or years).

These Supplier Contract Amendments are sent to the Procurement Agent on the current contract, who then routes them to the Cost Center Managers of the departments or units.  The Procurement Agents need the Cost Center Managers to verify with the individual department or unit if the contract should be renewed, if there need to be changes to the contract before it is renewed, or if the contract should be canceled after the current contract expires.

If the department or unit would like to renew the contract, the Cost Center Manager should check the following:

  • If the requestor/ship-to contact information is still appropriate.
  • If the Worktag information is current and correct.
  • If the information contained in the Contract Overview box (directly above the goods/services lines) is accurate.
  •  

If these items are correct and accurate the Cost Center Manager should approve the Supplier Contract Amendment.

If one of the items listed above needs to be changed or something needs to be added, the Cost Center Manager should communicate that through the comment box to the Procurement Agent and send back the Supplier Contract Amendment.

  • If the department or unit would like to make any changes to the contract before renewing, or if the contract should be canceled after the current contract expires the Cost Center Manager should communicate that through the comment box to the Procurement Agent and send back the Supplier Contract Amendment.

Once the Procurement Agent receives the approval, the changes needed, or the notification that the contract should be canceled after the current contract expires, they will then contact the supplier to renew the contract, get new pricing, request a formal quote for the contract, or cancel the renewal of the contract.

 

Why do I have a Supplier Contract Amendment?

When the Supplier Contract Amendments are created by Workday, they are routed by a Procurement Agent to the Cost Center Manager to verify with the individual department or unit if the contract should be renewed, if there need to be changes to the contract before it is renewed, or if the contract should be canceled after the current contract expires.

Please see the What is a Supplier Contract Amendment in Workday? section of this FAQ.

 

Can I make changes to the contract requisition?

Cost Center Managers are not able to make any changes to the Supplier Contract Amendment.  If changes are needed, the Cost Center Manager should indicate the changes in the comment box and send the Supplier Contract Amendment back to the procurement agent. 

 

Do I need to get a quote for a contract renewal?

If you are requesting renewal

Procurement Services will take care of getting quotes or contract renewal information. If you have received information from the supplier regarding the contract, please send that information via email directly to the Contract Specialist (Procurement Agent) listed on the Supplier Contract.  Make sure to include the Supplier Contract Number (SCN-#######) in your message. Contact information for each of the Procurement Agents can be found on our Staff Page.

If you do not know the Procurement Agent’s name, you may e-mail the SCN-####### of the current contract and the name of the supplier to procurement@iastate.edu.

 

If you received a Supplier Contract Amendment

Procurement Services will take care of getting quotes or contract renewal information.  If you have information from the supplier regarding the contract, please note that you are sending documentation to the Procurement Agent in the comment field of the Supplier Contract Amendment.

Then please send that information via email directly to the Contract Specialist (Procurement Agent) listed on the Supplier Contract.  Make sure to include the Supplier Contract Number (SCN-#######) in your message. Contact information for each of the Procurement Agents can be found on our Staff Page.

If you do not know the Procurement Agent’s name, you may e-mail the SCN-####### of the current contract and the name of the supplier to procurement@iastate.edu.

 

How do I route the contract amendment for contract renewal to another approver?

Choose the Add Approvers button at the bottom of the screen and choose the appropriate approver.

 

What if the supplier address is wrong on the contract amendment for contract renewal?

If the supplier address appears to be incorrect, please contact the contract specialist (procurement agent) listed on the contract and they will evaluate what changes need to be made. Contact information for each of the Procurement Agents can be found on our Staff Page

If you choose to email the Procurement Agent, please make sure to include Supplier Contract Number (SCN-#######) in your message.

 

How do I cancel a contract amendment for contract renewal?

Communicate that you, or the department or unit, would not like to renew the contract to the Procurement Agent through the comments box in the Supplier Contract Amendment and send back the Supplier Contract Amendment.

The cancel button will only cancel any changes you made to the Supplier Contract Amendment and will NOT cancel the Supplier Contract Amendment.