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Extended Contracts
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    • Extended Contracts

    Owned by Nathan Confer, created
    Last updated: Dec 20, 2024 by Justin Hetrick
    6 min read

     

    Navigation

    Sorting will order all contracts being displayed in the format chosen.
    Filtering will show only contracts with the status selected.
    A video demonstration of filtering and sorting.
    You can search for contracts only by who the contract is for. Using their first name, last name, or user id.
    Here is a video demonstration of using the search feature.
    Use the arrows to go between pages of records.

    Extended Contracts

    Budget Head secretaries enter the initial contract and then it is approved by the employee and necessary supervisors.

    Select "New Contract" to pull up the form.
    You must fill out the entire form in order to submit it. This means dates must be entered in mm/dd/yyyy format. Here is an example.
    Here is a video demonstration for entering a new contract.
    To view the information of a contract, you will select the View button under the details column of the contract you wish to view.
    On clicking, you will see the detailed information.
    See the Manually Completing a Contract tab for information on the Complete button.
    You will only see this feature if a contract has been denied.
    Select the View button under details to view the denied contract.
    On clicking, you will see an edit button.
    On clicking, you will be brought to a page that looks like the new contract form, but this time the values are already filled with the ones you originally entered. You may edit any of these values except the userid of the contract. Here is an example of an edit form.
    On submitting the form, you will now see the edited values appear in the contract.

    Here is a video demonstration of this process.

    Once a contract has been edited it will popup on the homepage with the status "Pending Employee." It will then follow the approval workflow as normal.

    Clicking this button means that a contract is finished and no more payments can be requested. This is to be used if a contract was finished quicker than the hours allotted
    This button can be found in the detailed view of the contract. See the "Viewing a Contract" tab to find out how to get there.
    On clicking this button, this is how the detailed view will now look.

    The employee of the contract will receive an email informing them the contract has been completed

    Request for Payment

    You will not be able to view or request payments until a contract has reached Approved for Payments
    Once an RFP is sent to payroll the balance will automatically be deducted from the contract. Once the balance has been drained from a contract it will automatically complete

    New RFP

    To make an RFP, you will need to click the button under the Payment column.
    All RFP's that have been made will be documented here.

    Viewing an RFP

    To view RFP's that have been made on a contract, click "View" under the payment column.

    Editing an RFP

    You will only see this feature if an RFP has been denied

    On clicking, you will see the RFP that has been denied. Click "edit" to edit the RFP.
    On clicking, you will be brought to a page that looks like the new RFP form, but this time the values are already filled with the ones you originally entered. You may edit any of these values. Here is an example of an edit form
    On submitting the form, you will now see the edited values appear in the RFP.
    Here is a video demonstration of this process.

    Approval Workflow

    Below is a diagram of each status for each level of approval.
    These are examples of the emails each level of approval will see for a contract and an RFP.

    New Contract email example:

    New RFP email example

     

    You must click the link in the email to receive that corresponds to your choice to officially approve or deny
    If you do not see this screen, you have not successfully approved or denied it.

    Approving

    If you approved the contract or RFP, it will move on to the next level in the approval chain.

    Denying

    If you deny the contract, you need to talk to the budget head that created it to explain why you denied it. You can find who created the contract in the email. If the contract you created has been denied, see "Extended Contracts / Editing a Contract," or if the RFP you created was denied, see "Request for Payment / Editing a Payment."

    If there are any questions or issues please contact IT Services

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