Finance and Administrative

Contract Procedures

The Vice President of Finance and Administrative Services(VPFS) Office processes contracts in accordance with the Nevada Board of Regents Procedures and Guidelines Manual, Chapter 5, Section 3. Departments handle contract negotiations and preliminary arrangements with the agency or vendor.

Approvals and Signatures

At a minimum, contracts must be approved by the appropriate Dean or Department Head, and by the appropriate Cabinet Representative and forwarded to the VPFS office via e-mail or in writing. Then the contract is processed by the VPFS office.

All contracts must be signed by the college President as designated in writing or his/her designee. The signature of the college president, or his/her designee, should be obtained before requesting non-TMCC contracting parties' signatures. In some instances, contracts will require the Chancellor's approval. The Vice President of Finance and Administrative Services obtains these signatures. If the Chancellor's signature is required, expect at least two weeks for the Chancellor's Office review and approval.

Forms

Please use the forms on the VPFS Web site. If an outside agency or vendor requests that a different form be used, please get in touch with the office of the VPFS. Many of the forms are available in MS Word format upon request by sending an e-mail message.

Insurance

Evidence of insurance is required for many contracts to provide TMCC liability protection. The NSHE Risk Management office coordinates the NSHE insurance program. A reference guide for contractor insurance requirements is listed on BCN Risk Management's Web page. Any questions regarding insurance requirements for contracts should be directed to the office of the VPFA&S by telephone or e-mail.

Deadlines

Please submit the contract documents to the office of the VPFS via e-mail at or intercampus mail to mailstop SIER 202 D. Please allow 30 days for processing before the contract needs to be in effect.

Purchase Documents

If the contract requires a purchase, please provide the completed departmental purchase order or requisition, and if needed, W9, along with the contract information to the VPFS office. Only complete documents are sent to the Controller's Office for payment.

Departmental Copies of Contracts

When a contract is finalized, the VPFS office will e-mail scans of the contract and related paperwork to the department. Original contracts are maintained in the VPFS office files.

Software Purchases

Purchase contracts for the purchase of software under $2,000 should be handled by normal purchase card purchasing procedures or departmental purchase order procedures. Please follow the purchase card procedures and the departmental purchase order procedures in the Accounting Services User Procedure Manual on the Controller's Web site. Exceptions to this $2,000 limit may be made.

Purchase of Goods

The purchase of goods under $50,000 with delivery handled by common carrier should be handled by normal purchasing procedures. Please follow the purchasing procedures in the Accounting Services User Procedure Manual on the Controller's Web Site.

Trade-out Policy

The Board of Regents Institutional Trade-Out Policy in the Board of Regents Handbook Title 4, Chapter 10, Section 23 governs any trade-outs.

Volunteer Forms

Volunteers must complete the required documentation and procedures at the Human Resources Office.

Worker's Compensation

See Accidents, Theft, Loss, Insurance Reimbursements and Work-related Injuries for information and procedures on worker's compensation.