Contracts
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Policy No.: 8009
Effective Date: 11/01/06
Revised Date: 05/01/21
Reviewed: 05/01/21
Contracts Policy
Basis for Policy
The purpose of this policy is to provide guidance on who is authorized to sign contracts on behalf of the University of Nebraska Medical Center; and to make clear that individuals must have specific authority, as delegated in Board of Regents Policy, in Executive Memorandum No. 13 and Memorandum No. 14, and as specifically provided for in the UNMC Contract Signature Authority Tables to sign such contracts.
Policy
Written Agreements Required
All organizations and individuals that provide products and services to the University of Nebraska Medical Center (UNMC) shall enter into a written contract with the Board of Regents of the University of Nebraska, a public body corporate, on behalf of UNMC. Pursuant to University of Nebraska Executive Memorandum No. 14, the President has delegated authority to each Chancellor to approve specific types of contracts described in Section 4 of RP -6.3.1. Pursuant to University of Nebraska Executive Memorandum No. 13 and Executive Memorandum No. 14, the Chancellor may delegate contract signature authority. Individuals with the authority to sign contracts on behalf of UNMC are listed in the UNMC Executive Memorandum 13 Contract Signature Authority and UNMC Executive Memorandum 14 Contract Signature Authority Tables. No individual shall sign a contract on behalf of the University of Nebraska Medical Center unless having specifically been delegated the authority to do so.
Digital Signatures
Contractually binding signatures governed by Executive Memoranda No. 13 and No. 14
UNMC faculty and staff delegated signature authority through Executive Memoranda No. 13 and No. 14 shall utilize digital signature technology certified by the Nebraska Secretary of State in compliance with the Nebraska Digital Signatures Act. Please refer to standard operating procedures #8009.1 and #8009.2.
Executive Memorandum No. 14
Direct any questions related to the Contract Signature Authority to Sarah Gloden Carlson, Chief Compliance Officer at 402-559-9576.
Contract Types and Approvals
Research Contracts
In compliance with Federal regulations, an individual designated as Authorized Organization Representative (AOR) is the only official authorized to sign on behalf of the institution. Signature by the AOR signifies that the University agrees to comply with regulations and laws. Sponsored Programs Administration is the authorized signature official of UNMC for sponsored programs grants and contracts.
Purchases of Goods and Services
Procurement is responsible for contracts where University funds are spent. The Board of Regents Policies and Bylaws provide thresholds that trigger bidding requirements, signature authority and other. Contracts for goods and services utilizing state funding must be reported through a state database under LB 429 (Legislative Bill). Procurement ensures that information security requirements are met for all purchases.
Licensed Technology
UNeMed focuses on promoting the advancement and commercialization of UNMC technologies. UNeMed signs agreements such as MTAs, CDAs, and Licensing Agreements where rights to UNMC intellectual property are utilized.
Business Functions
Agreements involving University stewardship and management of resources and revenue generating contracts are signed by Business and Finance.
Academic Agreements
Academic Affiliation Agreements are required for all organizations accepting UNMC students and for all students who come to UNMC from other educational institutions for clinical experience (Office of Health Professions Education). Academic Affiliation Agreements are approved by the Office of the Senior Vice Chancellor for Academic Affairs. Contact your college representative responsible for drafting and negotiating Academic Affiliation Agreements or Academic Affairs at 402-559-5130 with questions.
Data Security/Protected Health Information
UNMC, as part of an Affiliated Covered Entity, is obligated to protect patient information under HIPAA. Any UNMC contract that involves the disclosure of protected health information (PHI) outside of UNMC and/or Nebraska Medicine must ensure that procedures and policies are followed to secure PHI.
When contracting outside UNMC and Nebraska Medicine for equipment purchases or transfer of PHI electronically, a security review is required by Information Security.
Protected Student Financial Information (PSFI)
University of Nebraska Executive Memorandum No. 26 describes protections of Student Financial Information required under Gramm Leach Bliley Act (GLBA), and protection of credit card information received in the course of business. When an activity requires use of protected financial information under Executive Memorandum No. 26, a GLBA Addendum must be added to the contract (the Addendum is attached as an exhibit to Memorandum 26).
Business Associate Agreement/Addendum
A business associate relationship exists when a person/entity outside of the ACE performs a function or activity on behalf of the ACE that requires them to use or disclose protected health information (PHI) in order to perform the function. If a business associate relationship exists with no written contract, a business associate agreement must be signed. If there is an existing contract with the business associate, a business associate addendum must be added. The Business Associate Agreement template can be located at https://www.unmc.edu/hipaa/forms/index.html. Refer to the Business Associate Decision Tree as needed. All Business Associates are required to implement all HIPAA Security Rule Safeguards. In the event that a vendor cannot meet a specific requirement of the Business Associate Agreement or Addendums Procedure, an exception can only be approved by the University’s Office of the Vice President and General Counsel.
Additional Information
- Chief Compliance Officer
- Assistant Vice Chancellor for Business and Finance
- Standard Operating Procedures No. 8009.1 and No. 8009.2
- Digital Signatures Certification Authorities certified by the Nebraska Secretary of State
- Nebraska Digital Signatures Act
- Business Associate Agreements and Addendums Procedures
- Business Associate Agreement template
- Academic Affiliation Agreements
- Section 6.4 of the Bylaws of the Board of Regents of the University of Nebraska Board of Regents Policy on Administrative Approval of University Contracts (RP – 6.3.1)
- University of Nebraska Executive Memorandum 13, Delegation of Administrative Authority to Approve Academic-Administrative Personnel Actions
- University of Nebraska Executive Memorandum 14, Delegation of Administrative Authority to Approve Certain Types of University Contracts, and Requirements for Submittal and Execution of Contracts Requiring Approval by the Board of Regents
- University of Nebraska Executive Memorandum No. 26 Information Security Plan - Gramm Leach Bliley Compliance
- University of Nebraska Executive Memorandum No. 27, HIPAA Compliance Plan
- Health Insurance Portability and Accountability Act of 1996 (HIPAA) [45 CFR §164.502(e)(1)]
- Gramm-Leach-Bliley Act(GLBA) 12 CFR §225.28]
- Contract Signature Authority Tables
- IRS Publication 15-A
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