Auxiliaries & Activities Business Center

AABC SEC Contracts

The Contracts Process

Auxiliaries & Activities Business Center

Striving to provide student employees with invaluable work experience, the AABC

SEC Contracts team is student operated. Our familiarity with PaCS

procedures/policies and our experience with business transactions and operations

allows us to facilitate projects efficiently, transparently, and most importantly,

allows us to maximize customer benefit while minimizing university costs across

the entire system.

AABC.SECcontracts@oregonstate.edu

Step 1

- Submit Vendor Contracts to AABC.SECcontracts@oregonstate.edu

- If you are procuring a personal service – complete the PSCW and submit this form to AABCSECcontracts@oregonstate.edu

- Include budget authority approval

- Send ANYTHING with terms and conditions to AABC.SECcontracts@oregonstate.edu

Auxiliaries & Activities Business Center

Step 1 Examples

- Rental Agreements- Facility Use Agreements- Hotel Agreements- Click-Through Agreements- Personal Service Contracts

AABC.SECcontracts@oregonstate.edu

Auxiliaries & Activities Business Center

AABC.SECcontracts@oregonstate.edu

Step 2

Auxiliaries & Activities Business Center

- Contract is assigned for review/drafting at the AABC

- Department is notified that the contract/PSCW has been received along with…- Project number- Contact information for the employee

assigned to the project

AABC.SECcontracts@oregonstate.edu

Step 3

Auxiliaries & Activities Business Center

- AABC-SEC drafts and routes contract for all signatures

- AABC-SEC sets up vendor in payment system- Future payment processes

associated with projects are executed by the AABC-SEC

AABC.SECcontracts@oregonstate.edu

Step 4

Auxiliaries & Activities Business Center

- Fully executed contract disseminated to all parties (vendor and department contact)

- Payment initiated

AABC.SECcontracts@oregonstate.edu

Why this process?

Auxiliaries & Activities Business Center

- AABC-SEC makes payments for contracts. AABC-SEC is also capable of communicating with the following departments:

- PCMM- Vendor Maintenance- Risk Management- Business Affairs- OSU Foundation- All Central Offices

- AABC-SEC is initiating Lean Processes

- Information will be time stamped- Data analyzed- Bottlenecks identified- Solutions created, implemented and communicated out

AABC.SECcontracts@oregonstate.edu

Goal

Auxiliaries & Activities Business Center

- Faster turnaround times- More available data for decision making- More options- One stop shop

- Elimination of redundant flows of information

- Make process more proactive and less reactive

AABC.SECcontracts@oregonstate.edu

Moving Forward

Auxiliaries & Activities Business Center

- Please submit all request to AABC.SECcontracts@oregonstate.edu

- We encourage “participation” and ideas to better the process. Please submit these ideas to AABC.SECcontracts@oregonstate.edu

- Be prepared to put numbers to processes! Get excited!!!

Cont

act I

nfor

mati

onStudent Contracts Team:Mike Abraham

Student Finance & Accounting AssistantMike.Abraham@oregonstate.edu

Whitney TurnerStudent Finance & Accounting AssistantWhitney.Turner@oregonstate.edu

Shannon DaviniStudent Finance & Accounting AssistantShannon.Davini@oregonstate.edu

Thomas BancroftStudent Finance & Accounting AssistantThomas.Bancroft@oregonstate.edu

Scott GuthrieStudent Finance & Accounting AssistantScott.Guthrie@oregonstate.edu

Professional Staff:Mitchell Barrington

Accounting TechnicianMitchell.Barrington@oregonstate.edu

Alex Leziy-MillerFinance CoordinatorAlexandra.Leziy-Miller@oregonstate.edu

Jennifer CreightonFinance and Accounting ManagerJennifer.Creighton@oregonstate.edu

AABC.SECcontracts@oregonstate.edu

Auxiliaries & Activities Business Center

AABC SEC Contracts

Thank You!