Agreement Submission Procedures

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MoUs and Transfer Advising Program Guides must be submitted in Buyway (see procedure below). Before submitting an agreement in Buyway, you should confer with appropriate staff to ensure your agreement is sound. For undergraduate domestic agreements, contact Kathy Pruckno. For interational agreements, contact Karla Guinigundo. If you are on the Regional Campuses, contact Brooke Flinders. 

Once you have conferred with the appropriate staff, follow this procedure to submit your MoU or Transfer Advising Program Guide:

  1. Login to Buyway.
  2. Select the Contract Routing Academic Non-Financial tile on the home screen.
  3. Provide all requested information, taking care not to change or alter the "Commodity Code" in the "Routing Info" section.
  4. Attach a draft copy of the agreement in the "Attach Agreement Here" section. When naming your file, use this convention: yyyy_mm_EntityName_descriptor (e.g., 2016_01_LakotaWestHS_EHS_internship.docx).
  5. Select Add and Go to Cart in the top right of the form, then click Go.
  6. On the next page, click Proceed to Checkout in the upper right.
  7. On the next page, add your contact information:
    • Select Edit in the "Ship to" field.
    • Choose Select from Org Addresses in the pop-up box.
    • In the search box, type in the full name of your department and click Search.
    • From the list of search results, select the appropriate department address.
    • Click Save in the "Ship to" edit window.
  8. Click the Accounting Codes tab or link. Note: Even though no funds are being charged, Buyway requires account information and an accounting code must be entered. No charges will be made to the account entered in this field. Enter your accounting information by:
    • Clicking the Edit button on the far right. A pop-up window will open.
    • In the "Index" field of the pop-up window, enter your three-letter department code, followed by 001 (e.g., BIO001 if you are from Biology; STA001, if you are from Statistics).
    • In the "Account" field of the pop-up window, enter 160019 -- this is the code for "Other Administrative." 
    • Click the Recalculate/Validate Values link in the lower right of the pop-up window. 
    • Click Save in the bottom center of the pop-up window.
  9. Click the Place Order button in the upper right.