Contracts
At WSU, contracts are necessary for professional and technical services provided as well as for speakers and entertainment.
Initiate a Contract
The contract process will take a minimum of 2 weeks, so it’s important to think ahead. You will need to provide the Business Office with the dates, times, place, duties, compensation breakdown, and other details before a contract can be drafted.
Depending on the perceived risk of the work being done, a contract may be necessary.
Consult with Purchasing if you are unsure of the risk.
If you are paying an individual, complete the Independent Contractor vs. Employee Form.
If the individual is solely speaking, entertaining, or an independent contractor, create a Blanket Order requisition in Workday for services or reimbursable expenses, if necessary.
All payments for services over $1,000 require a contract.
If you are paying an individual, complete the Independent Contractor vs. Employee Form.
If the individual is determined to be an independent contractor, create a Blanket Order requisition in Workday for services or reimbursable expenses, if necessary.
A Request for Proposal (RFP) may need to be completed.
Consult with the Business Office in Somsen 106 or purchasing@winona.edu
Create a Blanket Order requisition in Workday.
If you are contracting an individual who is considered an employee, work with Human Resources on the hiring process.
If the individual or supplier has never done work for the State of Minnesota, they must register as a new supplier via the State’s Supplier Portal.
You must create a requisition and set aside the funds when you agree to working with the supplier. Work cannot start until this is complete.
Use Approved Purchasing Systems
All contracts are required to be documented and managed within an approved electronic procurement system.
The systems that WSU recognizes for this purpose include:
- Marketplace
- eBuilder (for Facilities-related contracts)
- Salesforce (for Workforce Development initiatives)
Invoices for a Completed Contract
The Accounts Payable staff is responsible for payments on invoices to vendors and reconciling vendor payments.
Info for VendorsAfter the work has concluded, obtain an invoice from the supplier and email it to accountspayable@winona.edu.
If the supplier does not have a formal invoice, a Services Performed Form (PDF) can be used instead.
Have the individual complete a Contractor’s Expense Form (PDF) if applicable.