Certain events or purchases will require a contract to initiate the transaction. It is important when planning an event the officers determine whether or not they will need a contract. If a contract is required hall government officers must follow the rules explained below.
Common Vendors Who Require a Contract
- Formal Venues
- Large group outings such as Whirly ball, Six Flags, Broadway in Chicago, Mini Golf, Restaurants
- All contracts must be made between Northwestern University and the vendor. A contract should never be in the name of a student.
- Contracts take time to process. Two weeks for contracts under $10,000 and four weeks for contracts over $10,000. Let the vendor know about NU's contract process so the vendor can factor processing time into payment deadlines.
- Only an authorized Northwestern administrator may sign for contracts. Students should never sign a contract.
- The University is exempt from Illinois Sales Tax. Vendors should know this information before the contract is created.
- The vendor must sign the contract before it is submitted to the Student Organization Finance Office (SOFO) for payment.
How to Process a Contract
- Two original copies of the contract need to be brought to Joei Allen in the University Residential Life (URL) Office (Scott Hall Room 10).
- URL will get the authorized University signature. It takes two weeks for contracts under $10,000 to be signed and 4 weeks for contracts over $10,000. Contracts that do not meet this requirement will not be signed.
- The hall government contact will be notified when the contract has been signed and is ready for payment.
- The contact will pick up the contract from URL and submit it to SOFO for payment. The contract must be accompanied by a voucher signed by the president and treasurer of the hall government before SOFO will accept payment. Only the president or treasurer can take the contract to SOFO for payment.
URL and your assigned government advisors will assist you in making sure this procedure runs smoothly. However, it is ultimately your responsibility to communicate with the person you are contracting with and meeting the deadlines specified. It is essential that everyone involved in planning an event knows these procedures. The social chair, or whoever is planning the event, must be in communication with the president and treasurer throughout the process so that when all agreements have been made, the contracts are signed, and it is time to submit payment, vouchers are prepared and taken to SOFO in a timely manner.