19.5 Contract Filing
Policy Statement
A contract must be filed with either the University Contract Records Office (UCRO) or the Secretary of the Board of Trustees. Contracts that are signed by a unit head per 19.2.1 Standard Contract Templates, must be retained by that unit and do not have to be filed with either the UCRO or the Secretary of the Board of Trustees.
Reason for the Policy
The Secretary has delegated central contract repository responsibilities for specific contract types.
Applicability of the Policy
This policy applies to all University of Illinois contracts.
Procedure
All contracts, excluding university purchase orders, are required to be filed with the UCRO within seven calendar days after the date of last signature.
Contracts for legal settlements, real estate sales and acquisitions, and certain employment agreements are filed directly with the Secretary of the Board of Trustees.
For contracts under $10,000 that are signed by a unit head per 19.2.1 Standard Contract Templates, the unit must retain a copy of the fully executed contract.
Last Updated: February 16, 2022 | Approved: Vice President, Chief Financial Officer and Comptroller | Effective: February 2022