Finance Committee Submission Form

If you have questions about this form, email Jana Morrison at jmorrison@uasystem.edu.



Submission Reminders:

  • Resolutions - submit as a separate Word document
  • Other documents - may be submitted separately or as a combined PDF


Click here for Updated Vendor Disclosure Form (req'd June 1, 2025)


COMING SOON - Helpful tips/topics to cover in Senior Administrator memo

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The name of the agenda item should begin with “Consideration of Resolution Approving… [insert nature of resolution request]” or the information item header.

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Contract/Project Description

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Question #1

Explain the process for selecting the proposed vendor and efforts to obtain the maximum practicable competition (or if none, the justification for a sole source contract).

Explain the qualifications of the proposed vendor, including, at a minimum, (i) general experience and competence of the vendor and its principals and key employees performing this contract, (ii) compliance with applicable professional standards qualifications or certifications for these services, (iii) past performance references for other contracts or work of similar size, scope and complexity.

Explain how the offered price was determined to be a reasonable one.

Does the University have other contracts for this same service? If so, with whom?

Justify the need to outsource these services.

How does this contract promote the Campus Strategic Plan & UA System's Core Principles? Please correlate the contract to specific Core Principles. Core Principles - https://uasystem.edu/about#mission-principles

Campus Impact

How does this contract benefit students and other aspects of university activities? What are the anticipated outcomes from implementing this contract? What is the immediate impact on university programs and enrollment if this contract is not approved?

Financial Impact

How long is the initial contract? Example: 3 years

This should be Start Date to Completion Date of initial contract. Example: January 1, 2024 - December 31, 2026

This amount should include initial amounts and all renewal amounts.

Campus Early Termination Option(s)

Other significant Non-Financial Obligations imposed on Campus.

Required Approvals/Assurances

Has this Contract Been Reviewed by Legal Counsel?
President Approval

Has this contract been reviewed and approved by Campus President and/or his Designee?

Countersignature Required

Is this contract being initiated by a Senior Administrator as defined by Board Rule 406 and thus, does this contract require a countersignature as prescribed by Board Rule 406.II?

Perceived Conflicts of Interest

Does any employee of the campus with the ability to influence the selection of this vendor or the contract have a real or perceived conflict of interest with the proposed vendor? A conflict of interest occurs when an individual’s personal interests – family, friendships, financial, or social factors – could compromise, or could be perceived to compromise, his or her judgment, decisions, or actions.

Other BR 406 Contracts

Does this vendor have any other Contract(s) with Campus which have required Board Rule 406 approval in the last 5 years?

If yes, please list Contract(s) (Dates & Amounts only).

Consulting Contracts Greater than $250,000

List other higher education clients, if any, the vendor had contract(s) with during the past five years.

List the other organizations in the State of Alabama, if any, the vendor had contract(s) with during the past five years.

Who are the principals, or beneficial owners, of the vendor?

How many employees does the vendor have?

What is the vendor's process for managing conflicts of interest with clients and employees?

These are the required documents for BR 406 Contracts for Board Approval. Select all documents you are submitting.

Loan Approvals

(i.e. specific type of reserves, bond funds, etc.)

Describe in detail what the loan funds will be used for - include purpose or project details, operating or capital, etc.

(i.e. collateral, reserve balances, etc.)

Select either Fixed or Floating

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409 Type of Agenda Item
410 Type of Agenda Item
419 Type of Agenda Item

Upload all Required Documents

Select all documents you are submitting.

List of required documents to upload with a Loan Approval Request

Upload all required documents here. Supporting documents may be uploaded as separate files or combined files. Resolutions must be submitted separately as a Microsoft Word document.

Drag and drop files here or

If you are unable to include the required documents, please give explanation below.

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