Contract Signing and Upload Instructions

Contract Signing and Upload Instructions

Email Notification

• Once all system approvals have been completed, the budget approver with signature authority for the contract will receive the following Kuali email notification:

• Click on the blue “View Task” button to begin the process.

Accessing the Contract

• If the user is already logged into Okta, clicking the “View Task” button will take them directly to the submitted Contract Management Approval Request form.
• If not logged into Okta, users will be redirected to the Okta login screen to enter their credentials.
• Once logged in, the submitted form will be displayed.
• Scroll down on the form until the Documents section is displayed.

• Click the black link under the Attach Original Documents heading. The attached contract will be downloaded to your computer.

Obtaining Signatures

If signing via wet signature or attaching digital signature:

• Sign contract.
• Upload the document to the contract system (see Uploading Fully Signed Contract instructions below).

Note: If the contract requires signature by the Vice President for Business and Finance/CFO(VP/CFO), a work-flow notification email will be sent to the contract originator once the CFO Signature Task has been marked complete. The button below completes the task:

The originator will then be responsible for obtaining the vendor’s signature if not already signed by the vendor and uploading the fully signed contract to the system. If the contract was already signed by the vendor before it was routed to the VP/CFO for signature, the process will be complete and the fully signed contract can be downloaded by the originator and copy sent to the vendor.

If using a signature plug in such as AdobeSign:

• Currently Kuali does not have a signature plug in. As a result, it is the responsibility of the team obtaining the signatures to upload the contract to AdobeSign.
• The appropriate number of signature and date fields must be added to the contract.
• The appropriate signing order must also be added to the contract.
• The contract should then be sent to the appropriate email addresses.

Uploading Fully Signed Contract

• Once the contract has been signed, users can once again access the submitted form by clicking on the “View Task” button in the previously delivered email notification.
• Scroll down to the Documents section displayed below.
• If “Has vendor signed contract” question is “Yes”, the Documents section will appear as follows:

• To upload the fully signed contract, click on “Add Another Row” to create the space for an additional document.
• Click “Select a File” to upload the fully signed contract from your computer.
• Copy of fully signed contract can now be sent to the vendor
• If “Has vendor signed contract” question is “No”, the documents section will appear as follows:

• Use the “Documents signed by Rollins but NOT by vendor” to upload the document. Add additional documents if necessary.
• Once the document is uploaded and the signature task marked complete by clicking the following button, the originator will receive a workflow email and will be tasked with obtaining the vendor’s signature.

• Once all signatures are complete, the originator will upload the fully signed document to the “Fully Signed Contract” section.
• Click the “Mark Complete" button to complete the task.