Procurement and Contract Services Policy & Procedures Manual
Section 400: Contracts
Effective: 7/1/2010


405-001: Contract Administration

Contract administration involves those activities performed after a contract has been awarded to determine if the requirements and specifications of the contract were met. It encompasses all dealings between OSU and the contractor from the time the contract is awarded until the work has been completed and accepted or the contract terminated, payment has been made, and disputes have been resolved. The level of contract administration necessary is dependent on the nature of the work, type of contract and experience and commitment of the personnel involved. Good contract administration assures that the end users are satisfied with the product or service being obtained under the contract.

PaCS will perform contract administration for University-wide contracts. Departments will perform contract administration for departmental contracts. Departments should notify PaCS immediately in the event any of the following situations arise:

  • Contract amendments;
  • Irresolvable invoice or billing discrepancies;
  • Unsatisfactory/unacceptable work product;
  • Non-performance of work; or
  • Breach of the contract.


405-002: Contract Monitoring

Contract monitoring should include the following:

  • Contract orientation meeting
  • Authorization of orders placed under the contract
  • Adherence to the scope of work and terms and conditions in the contract
  • Review and acceptance of deliverables
  • Monitor key dates throughout the entire term of the contract to ensure any necessary actions happen prior to these dates. 


405-003: Contract Documentation

Once the contract is in place, documentation of the contract should be maintained by the contract administrator.  Contract documentation should be clear and discernable so that anyone reviewing the contract file can understand the history of the contract, current status, and all outstanding issues.


405-004: Contract Invoice Review

The contract administrator’s recommended approval of an invoice implies that to the best of their knowledge, the nature, type, and quantity of effort or materials invoiced are in general accord with the progress of work under the contract.