Where to send a contract or agreement for review and signature

For guidance on where to send a contract or agreement for review and signature, please refer to the table below. Note that this page only covers contracts to, from and with the University. Any contract to, from or with a UF Direct Support Organization (UFF) or any of the UF Practice Plans are not covered by this guidance. Signature Authority on Contracts at UF: Contracts may be signed only by those University officials who have been delegated limited signature authority from the University’s Board of Trustees/President. Failure to ensure that the appropriate signature authority is obtained may result in personal liabiliity of the employee(s) involved in the transaction. If you have any questions regarding who may sign a contract, please contact the Office of General Counsel.

HSC

Incoming or OutgoingLabelSource of FundsDetailOffice that handles
Revenue Generating/IncomingAdministrative ServicesANYContracts for all administrative services rendered by HSC Colleges.HSC Contracts & Related Services
Expenditure/OutgoingAdministrative ServicesANYContracts for all administrative services rendered by HSC Colleges.HSC Contracts & Related Services
Revenue Generating/IncomingArticulation AgreementsANYAgreements between two or more institutions for higher education addressing requirements and application of the transferability of education credits between institutions.General Counsel
Expenditure/OutgoingArticulation AgreementsANYAgreements between two or more institutions for higher education addressing requirements and application of the transferability of education credits between institutions.General Counsel
Revenue Generating/IncomingAuxiliary ServicesANYContracts with Auxiliary units (especially written contracts with external entities) for HSC units.HSC Contracts & Related Services
Expenditure/OutgoingAuxiliary ServicesANYAll purchases made by Auxiliary units or for the purchase of Auxiliary servicesUF Purchasing
Revenue Generating/IncomingBetween UF & ShandsANYAgreements including administrative services even if those agreements are ultimately sent to another department (e.g. UF Purchasing or DSP) for finalization and/or signature. Note: Parties have a mutual master business associate agreement in place.HSC Contracts & Related Services
Expenditure/OutgoingBetween UF & ShandsANYAgreements including administrative services even if those agreements are ultimately sent to another department (e.g. UF Purchasing or DSP) for finalization and/or signature. Note: Parties have a mutual master business associate agreement in place.HSC Contracts & Related Services
Revenue Generating/IncomingBusiness Associate Agreements/Data Use AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Use Agreements required by HIPAA and/or related to health care operations, public policy and/or quality assessment purposes should be processed through CRS.HSC Contracts & Related Services
Expenditure/OutgoingBusiness Associate Agreements/Data Use AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Use Agreements required by HIPAA and/or related to health care operations, public policy and/or quality assessment purposes should be processed through CRS.HSC Contracts & Related Services
Revenue Generating/IncomingClinical ServicesANYIf clinical services agreements are subject to OMB Circular A-133, the contracts should be processed through CRS (review of the health law aspect) and then forwarded to DSP (review and signature, if appropriate). Contracts that involve rendering patient care should be reviewed by CRS even if the contract is ultimately processed through DSP or UF Purchasing. CRS reviews health care regulatory requirements. The ultimate signatory (or potential signatory) will be notified of the existence of the contract request promptly to avoid delay during the review. Compensation and payment by or to UF should be consistent with fair market value.HSC Contracts & Related Services
Expenditure/OutgoingClinical ServicesANYContracts for all clinical services purchased by HSC colleges should be sent to HSC Contracts & Related Services. Contracts that involve rendering patient care should be reviewed by CRS even if the contract is ultimately processed throughUF Purchasing. CRS review will be to address health care regulatory requirements. The ultimate signatory (or potential signatory) will be notified of the existence of the contract request promptly to avoid delay during the review. Compensation and payment by or to UF should be consistent with fair market value.HSC Contracts & Related Services
Revenue Generating/IncomingContinuing EducationAny but Federal or StateContracts for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance (e.g. payment of fees for attendance, program materials) that are not IFAS, federal or funded by general sponsorship or gifts.Distance & Continuing Education
Revenue Generating/IncomingContinuing EducationFederalContracts for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance.Division of Sponsored Programs
Revenue Generating/IncomingContinuing EducationAny but Federal or StateContracts for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance (e.g. payment of fees for attendance, program materials) for IFAS.IFAS Office of Conferences & Institutes
Revenue Generating/IncomingContinuing EducationAny but FederalContracts for general sponsorship or gift support for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance.UF Foundation
Revenue Generating/IncomingCounty Extension AgreementsANYAgreements between the University/IFAS and counties in support of Extension activities.General Counsel
Revenue Generating/IncomingData Sharing AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Sharing or Access Agreements related to research should be processed through DSP.Division of Sponsored Programs
Expenditure/OutgoingData Sharing AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Sharing or Access Agreements related to research should be processed through DSP.Division of Sponsored Programs
Expenditure/OutgoingEmployment AgreementsANYAll offer and/or employment contracts/letters are processed through the Office of Human Resource Services.Human Resources Services
Revenue Generating/IncomingFundraisingANYContracts for all fundraising events should be processed through the Colleges’ Development Office. Student activities are outside the scope and authority of UFF.UF Foundation
Revenue Generating/IncomingGift or EndowmentPrivate (not state or government)Contracts related to Gifts or Endowments. Note: Gifts are outright or deferred contributions received from private contributors (individuals, partnerships, corpora­tions, foundations, trusts, and other organizations, sometimes referred to as "donors") in which neither goods nor services (other than reports and fulfillment of donor intent) are expected, implied or forthcoming for the donor.UF Foundation
Revenue Generating/IncomingInternational AgreementsANYAgreements for international research or sponsored training.Division of Sponsored Programs
Revenue Generating/IncomingInternational AgreementsANYAgreements for services abroad, international collaborations, international exchange programs and/or international affiliations shall be processed through OGC or the University of Florida International Center. Forward to CRS for processing and review prior to International Center review.HSC Contracts & Related Services
Expenditure/OutgoingInternational AgreementsANYAgreements for services abroad, international collaborations, international exchange programs and/or international affiliations shall be processed through OGC or the University of Florida International Center. Forward to CRS for processing and review prior to International Center review.HSC Contracts & Related Services
Expenditure/OutgoingLease AgreementsANYContracts where UF is lessee/licensee. Purchasing will facilitate any necessary review by the Office of the Provost. Copies of all leases/licenses involving HSC and its Colleges should be directed to CRS for inclusion in its contracts database.UF Purchasing
Revenue Generating/IncomingLicensing logos or trademarksANYLicenses for the merchandising of UF logos, trademarks and trade names.UF Athletic Association
Revenue Generating/IncomingLicensing logos or trademarksANYContracts to grant permission to use UF logos, trademarks and trade names. Permission for use of UFHealth should go to Melanie Ross.University Relations
Revenue Generating/IncomingLicensing technologyANYLicenses of UF technology.Office of Technology Licensing
Revenue Generating/IncomingMaterial Transfer AgreementANY--Office of Technology Licensing
Expenditure/OutgoingMaterial Transfer AgreementANY--Office of Technology Licensing
Revenue Generating/IncomingPayor AgreementFederal or StateContracts for faculty clinical services or Medicare/Medicaid (or similar). NOTE: Need to assure that dollars are paid as payment for clinical services or purchased service/ vendor rather than as a primary recipient, subcontractor or sub-recipient.HSC Contracts & Related Services
Expenditure/OutgoingPayor AgreementFederal or StateContracts for faculty clinical services or Medicare/Medicaid (or similar). NOTE: Need to assure that dollars are paid as payment for clinical services or purchased service/ vendor rather than as a primary recipient, subcontractor or sub-recipient.HSC Contracts & Related Services
Revenue Generating/IncomingProperty Lease or Facilities UseANYContracts where UF space is leased or licensed to third party for use. Space leases for academic or research purposes require review by the Provost.General Counsel
Expenditure/OutgoingPurchase of goods and servicesANYContracts for purchases of goods and services require that requesting department must prepare a requisition using myUFMarket.UF Purchasing
Revenue Generating/IncomingResearch AgreementANYContracts for sponsored research, training, and other sponsored activities (e.g. funding of a specific research protocol or whenever sponsor claims any interest from the research [e.g. intellectual property], contributions and efforts for generalized knowledge and/or publication, and/or if IRB or IACUC approval required.) All research and related contracting—for example, recipient, sub-recipient, subcontracts, subawards--with federal or state funding to be processed through the Division of Sponsored Programs.Division of Sponsored Programs
Revenue Generating/IncomingScholarship or FellowshipFederal or State--Division of Sponsored Programs
Revenue Generating/IncomingScholarship or FellowshipAny but Federal or StateContracts for scholarships or fellowships for named individuals or ultimately named persons (e.g. “all of my descendants”) treated as tuition payable directly to UF.General Counsel
Revenue Generating/IncomingScholarship or FellowshipAny but Federal or StateContracts for scholarships, fellowships and/or educational funding for non-specific persons (e.g. class/residents) without further consideration to donor (other than reporting) treated as a Gift. UF Foundation
Expenditure/OutgoingSubcontractsDSP managed fundsSubcontracts for performance of a portion of a scope of work under a sponsored project.Division of Sponsored Programs

Non-HSC

Incoming or OutgoingLabelSource of FundsDetailOffice that handles
Revenue Generating/IncomingArticulation AgreementsANYAgreements between two or more institutions for higher education addressing requirements and application of the transferability of education credits between institutions.General Counsel
Expenditure/OutgoingArticulation AgreementsANYAgreements between two or more institutions for higher education addressing requirements and application of the transferability of education credits between institutions.General Counsel
Revenue Generating/IncomingAuxiliary ServicesANYContracts with Auxiliary units (especially written contracts with external entities) for non-HSC units.General Counsel
Expenditure/OutgoingAuxiliary ServicesANYAll purchases made by Auxiliary units or for the purchase of Auxiliary servicesUF Purchasing
Revenue Generating/IncomingBetween UF & ShandsANYAgreements including administrative services even if those agreements are ultimately sent to another department (e.g. UF Purchasing or DSP) for finalization and/or signature. Note: Parties have a mutual master business associate agreement in place.HSC Contracts & Related Services
Expenditure/OutgoingBetween UF & ShandsANYAgreements including administrative services even if those agreements are ultimately sent to another department (e.g. UF Purchasing or DSP) for finalization and/or signature. Note: Parties have a mutual master business associate agreement in place.HSC Contracts & Related Services
Revenue Generating/IncomingBusiness Associate Agreements/Data Use AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Use Agreements required by HIPAA and/or related to health care operations, public policy and/or quality assessment purposes should be processed through CRS.HSC Contracts & Related Services
Expenditure/OutgoingBusiness Associate Agreements/Data Use AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Use Agreements required by HIPAA and/or related to health care operations, public policy and/or quality assessment purposes should be processed through CRS.HSC Contracts & Related Services
Revenue Generating/IncomingContinuing EducationAny but Federal or StateContracts for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance (e.g. payment of fees for attendance, program materials) that are not IFAS, federal or funded by general sponsorship or gifts.Distance & Continuing Education
Revenue Generating/IncomingContinuing EducationFederalContracts for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance.Division of Sponsored Programs
Revenue Generating/IncomingContinuing EducationAny but Federal or StateContracts for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance (e.g. payment of fees for attendance, program materials) for IFAS.IFAS Office of Conferences & Institutes
Revenue Generating/IncomingContinuing EducationAny but FederalContracts for general sponsorship or gift support for continuing education programs, workshops, conferences and symposia including delivery of conference, operations and performance.UF Foundation
Revenue Generating/IncomingCounty Extension AgreementsANY--General Counsel
Revenue Generating/IncomingData Sharing AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Sharing or Access Agreements related to research should be processed through DSP.Division of Sponsored Programs
Expenditure/OutgoingData Sharing AgreementsANYAll Business Associate Agreements and/or Data Use Agreements require review and approval by UF Privacy Office before execution (use of preapproved form document by DSP or CRS is acceptable). Data Sharing or Access Agreements related to research should be processed through DSP.Division of Sponsored Programs
Expenditure/OutgoingEmployment AgreementsANYAll offer and/or employment contracts/letters are processed through the Office of Human Resource Services.Human Resources Services
Revenue Generating/IncomingFundraisingANYContracts for all fundraising events should be processed through the Colleges’ Development Office. Student activities are outside the scope and authority of UFF.UF Foundation
Revenue Generating/IncomingGift or EndowmentAny but Federal or StateContracts related to Gifts or Endowments. Note: Gifts are outright or deferred contributions received from private contributors (individuals, partnerships, corpora­tions, foundations, trusts, and other organizations, sometimes referred to as "donors") in which neither goods nor services (other than reports and fulfillment of donor intent) are expected, implied or forthcoming for the donor.UF Foundation
Revenue Generating/IncomingInternational AgreementsANYAgreements for international research or sponsored training.Division of Sponsored Programs
Revenue Generating/IncomingInternational AgreementsANYAgreements for services abroad, international collaborations, international exchange programs and/or international affiliations shall be processed through OGC or the University of Florida International Center.General Counsel
Expenditure/OutgoingInternational AgreementsANYAgreements for services abroad, international collaborations, international exchange programs and/or international affiliations shall be processed through OGC or the University of Florida International Center.General Counsel
Expenditure/OutgoingLease AgreementsANYContracts where UF is lessee/licensee. Purchasing will facilitate any necessary review by the Office of the Provost. Copies of all leases/licenses involving HSC and its Colleges should be directed to CRS for inclusion in its contracts database.UF Purchasing
Revenue Generating/IncomingLicensing logos or trademarksANYContracts to grant permission to use UF logos, trademarks and trade namesUniversity Relations
Revenue Generating/IncomingLicensing logos or trademarksANYLicenses for the merchandising of UF logos, trademarks and trade names.UF Athletic Association
Revenue Generating/IncomingLicensing logos or trademarksContracts to grant permission to use UFHealth logos, trademarks and trade namesUF Athletic Association
Revenue Generating/IncomingLicensing technologyANYLicenses of UF technology.Office of Technology Licensing
Revenue Generating/IncomingMaterial Transfer AgreementANY--Office of Technology Licensing
Expenditure/OutgoingMaterial Transfer AgreementANY--Office of Technology Licensing
Revenue Generating/IncomingPayor AgreementFederal or StateContracts for faculty clinical services or Medicare/Medicaid (or similar). NOTE: Need to assure that dollars are paid as payment for clinical services or purchased service/ vendor rather than as a primary recipient, subcontractor or sub-recipient.HSC Contracts & Related Services
Expenditure/OutgoingPayor AgreementFederal or StateContracts for faculty clinical services or Medicare/Medicaid (or similar). NOTE: Need to assure that dollars are paid as payment for clinical services or purchased service/ vendor rather than as a primary recipient, subcontractor or sub-recipient.HSC Contracts & Related Services
Revenue Generating/IncomingProperty Lease or Facilities UseANYContracts where UF space is leased or licensed to third party for use. Space leases for academic or research purposes require review by the Provost.General Counsel
Expenditure/OutgoingPurchase of goods and servicesANYContracts for purchases of goods and services require that requesting department must prepare and a requisition using myUFMarket.UF Purchasing
Revenue Generating/IncomingResearch AgreementANYContracts for sponsored research, training, and other sponsored activities (e.g. funding of a specific research protocol or whenever sponsor claims any interest from the research [e.g. intellectual property], contributions and efforts for generalized knowledge and/or publication, and/or if IRB or IACUC approval required.) All research and related contracting—for example, recipient, sub-recipient, subcontracts, subawards--with federal or state funding to be processed through the Division of Sponsored Programs.Division of Sponsored Programs
Revenue Generating/IncomingScholarship or FellowshipFederal or State--Division of Sponsored Programs
Revenue Generating/IncomingScholarship or FellowshipAny but Federal or StateContracts for scholarships or fellowships for named individuals or ultimately named persons (e.g. “all of my descendants”) treated as tuition payable directly to UF.General Counsel
Revenue Generating/IncomingScholarship or FellowshipAny but Federal or StateContracts for scholarships, fellowships and/or educational funding for non-specific persons (e.g. class/residents) without further consideration to donor (other than reporting) treated as a Gift. UF Foundation
Expenditure/OutgoingSubcontractsANYSubcontracts for performance of a portion of a scope of work under a sponsored project.Division of Sponsored Programs

Links to Office Contacts