University Contracts aims to provide a fully executed agreement within 15 business days when the correct UAB contract template is submitted and all other submission requirements have been met. The contract review and signature process may take longer if:
- Additional UAB departments must review the agreement;
- The external party requests revisions to the agreement;
- The external party’s contract template is used; and/or
- The contract submission contains incomplete or incorrect information.
For more details, see UAB University Contracts Review and Submission Procedures .
When submitting a contract for review, ensure the following items are included to help route your agreement in a timely manner:
- Total anticipated dollar amount of the agreement.
- Include expected payment schedule (e.g., weekly, monthly, quarterly, annually, or upon completion). Agreements totaling $10,000 or more must be paid in multiple installments.
- Do not pay full compensation before services are completed. At least 10% must be withheld until services are rendered or invoiced upon completion.
- Agreements must be updated every five years. Submit a new agreement if the existing one is older than five years, except for affiliation agreements (e.g., clinical education or internships).
- When submitting an amendment, include the original agreement document number. The original agreement document number is the UC number associated with the parent contract (i.e., UC 123456).
- For Business Associate Agreements (BAA), include the original agreement document number.
- If the external party is an individual, please include an approved Personal Services Form (PSF).
- Complete departmental routing as required by the submitting department, with all required approvals before submission.
Contract Amendments:
- To amend existing contracts in CMS: Create a new contract, select contract type “Amendment” and include the Parent Contract number.
- For contracts from the legacy system: Create a new contract with type “Contract” and include the Legacy Contract number. Upload the original contract as a supporting document.
- The start date listed in CMS for amendments should be the start date of the original/parent contract. The end date listed in CMS for amendments should be the end date as specified in the amendment.
- The total amount of revenue received or costs paid under an amendment should equal the total amount provided under the original/parent contract, plus the total amount(s) of all prior amendments, plus the total amount to be received or paid under the amendment being submitted for review.