Before Signing a Vendor Document
Departments may receive quotes, order forms, statements of work or other vendor documents that include a signature line. Please do not sign these documents unless you have delegated authority to sign on behalf of VCU.
A signature may do more than confirm pricing. It may also accept vendor terms, renewal language, payment obligations, cancellation requirements or other conditions that require university review.
Purchases of $10,000 or less
If the vendor does not require a signature:
- Review the vendor document to confirm it matches what you intend to purchase.
- Create a requisition in RealSource.
- Attach the quote, order form, SOW or other supporting document.
- Obtain approvals and allow the purchase order to be issued.
If the vendor requires a signature:
- Submit the vendor document through Contracts+ in RealSource via a Contract Request.
- The Contracts team will review, negotiate, and finalize the document as needed.
P-Card purchases
P-Card rules and thresholds still apply. If no signature is required, the purchase may proceed by P-Card when otherwise allowable. If a signature is required, submit the document through Contracts+ before moving forward.
Purchases over $10,000
Submit a requisition in RealSource and attach all supporting documents. Once approved by the department, the requisition will route to Procurement Services. A buyer will review the order and coordinate with VCU Contracts if a signature or additional contract review is needed.
When in doubt, do not sign. Attach the document to the requisition or submit it through Contracts+.
Categories Procurement Services