Contract Request Form

for Recipients of Graduate Student Research Funding

This form will help the King Center Programs team to set up a contract for services from outside suppliers/vendors for work funded with a Graduate Student Research Funding (GSRF) award. Based on this form, the team will determine the best process for your situation, help you to set up a new supplier/vendor if required, ensure an existing supplier/vendor has an active record in the Stanford Financial system database, and submit the contract request in the Stanford Financial system.


Please refer to the FAQ if you have any additional questions about the contract process, then contact kingcenter_programs@stanford.edu for further assistance.


Please refer to the FAQ if you have any additional questions about the contract process, then contact kingcenter_programs@stanford.edu for further assistance.


A contract is generally required when you would like to hire a non-Stanford, outside company or individual, to perform a service for Stanford (including for research funded with Stanford funds). All work done outside the United States with Stanford funds must go through the contract review process.


Because contracts obligate the university to a financial or a non-financial commitment, contracts must be written and signed by the proper authority. The Stanford Procurement Services department within Financial Management Services is the designated authority to sign contracts for the purchase of goods and services (also referred to as procurement contracts) for the University. Neither the King Center nor individual faculty, staff, or students are authorized to sign contracts.


Each contract should begin with analyzing the need for a good or service. This process can include obtaining competitive quotes from suppliers with pricing for the desired services and identifying the supplier you will use. Once you identify your supplier and obtain their quote, you can submit this form.


If the supplier is new to Stanford, make sure to share the Do Business With Stanford link with them. This page provides important information for current and potential suppliers to the university.

Requestor Information

The requestor is the person submitting this form.

Please share the quarter and year you were awarded the GSRF award you will use to fund this contract.

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Please include the ID number that was provided in your GSRF award letter. If your funding was awarded before 2024 and does not include a unique ID, put N/A.

Project Information

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Before submitting this form, please review the activities that require review by Stanford Global Business Services (GBS) and if needed schedule a consultation with GBS to help plan, conduct, and review your overseas activity and identify areas that may be necessary to mitigate.


Submit a request to consult with GBS.

Please enter the date when you intend to start the work under this contract.

Please enter the date when you would like the contract to end.

High-Risk Data Collection

Please answer the following questions to provide information about the data you will be collecting for your project. This information is required for contract requests and will help expedite the approval process. Please ensure that all sections are filled out accurately.

Collection, use, and exchange of personal data is governed by a variety of privacy regulations, depending on context and where geographically the data is processed.


Some categories of personal data are deemed to be particularly sensitive; and use or exchange of such data may subject Stanford to additional scrutiny and heightened obligations under privacy laws worldwide.


A list of categories that are consider highly sensitive can be found here.

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Please provide a description of the high risk data involved.

If you are collecting any other type of data that may be considered high risk, please describe it here.

Data Handling & Security

If the question doesn't apply, please write "N/A".

Who will own the (high-risk) data?*
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Please obtain the IRB authorization form from the Stanford Research Compliance Office prior to starting your project.

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Contract

Please provide the exact amount for this contract.

A wire transfer fee of $35 will be applied to each payment, and this amount will be deducted from your award funds.

Based on the number of payments, please calculate and enter the total wire transfer fee below.

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Please provide the name of your faculty mentor, who may be expected to approve the contract through the university's financial system.

Please provide your faculty mentor's email address.

Please briefly describe the services below and attach the Scope of Work or an Estimate in the attachment section.

Please upload the following documents:


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Supplier/Vendor Information

The supplier/vendor is the outside individual or organization providing services to Stanford under this contract.

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The King Center requires that you use Upwork to hire individuals for your research project. Please reach out to Danielle Faal (daniellefaal@upwork.com) to set up your project and obtain a Statement of Work (SOW) through Upwork. For more information please read the Upwork Guide. Please note the fee of 7-30% will apply.

The company must have an active record in the university's supplier/payee database prior to your project start date. The King Center can check whether your supplier is in the database.


If your vendor is not already in Stanford's database, the Vendor Services team will email the new Supplier/Vendor a link to the secure portal. The Supplier/Vendor will need to provide necessary information and upload required documentation (for example tax documentation, banking information, etc.).


If an existing Supplier/Vendor needs to update the information in the university database, they will also do so through the secure portal.

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Please add any additional information regarding this project and contract.

Acknowledgment*

By submitting this form, I confirm that the information provided is accurate and complete to the best of my knowledge.

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