Clubs and Orgs Contract Requests

The contract process is complex and time consuming. This procedure is created to streamline and clarify the steps, timing, and information required for Clubs and Orgs, SLCC Student Association (SLCCSA), and Thayne Center staff.  The Thayne Center supports student led initiatives by navigating these processes and seeing them through to completion.

• The billing index code for your club or organization
• Advisor or approver name
• Name, phone, and email address of your contractor
• Any payment amounts, deposits, or commitments made to the vendor and their timelines
• Event date and time
• A description of what the contractor will be doing
• Any additional provisions that the contractor or your group has asked for and any other information related to his contract

Step 1.      Begin thirty (30) business days in advance. Student leaders or club advisors sign in to Campus Groups using their MySLCC login credentials.
Call the Thayne Center Coordinator, Business Operations at 801-957-3939 if you are unable to sign in.

Step 2.      The Contract Request form takes less than fifteen (15) minutes to complete. Once logged in to Campus Groups, student leaders or club advisors open and complete the Clubs and Orgs Contract Request form.

Step 3.      Processing contract requests may take up to thirty (30) business days. Once the Thayne Center Coordinator, Business Operations receives the completed contract request form, they will email the vendor to obtain all documents and information necessary to get them set up and approved for the event. The student leader or club advisor will be notified via email of updates and may need to assist with additional follow up between the Thayne Center and the Contractor.

Step 4.      Once the Purchasing Department receives the final signed contract from the vendor

• The Purchasing Director will send a copy of the signed contract to the Thayne Center Coordinator, Business Operations and Accounts Payable.
• Accounts Payable will process any partial pre-payments with three (3) days of receipt of the signed contract.
• The Thayne Center Coordinator, Business Operations will send a copy of the signed contract to the submitter and advisor.

Step 5.      Within two (2) business days after the event, the Thayne Center Coordinator, Business Operations will email the submitter and advisor to confirm the contractor executed their responsibilities as expected and are approved to pay. Once confirmed, the Thayne Center Coordinator, Business Operations will submit the contract for final payment.

FAQ

Are contracts able to be prepaid?
Per Utah State law, State Government Organizations, like Salt Lake Community College, cannot fully prepay any contract. The most we can pay before services are received is 50% of the total cost of the contract.

What is a contract?
Contracts covered by this form are defined as agreements, Memorandums of Understanding (MOU), and other legal documents that would obligate the college, or create liability on the part of the college, regardless of the dollar amount (including contracts without cost).

How do I know if I need a contract?
Below are some common examples requiring contracts. This defined list of contracts is not all inclusive. If you question if your event or group needs a contract, reach out to the Thayne Center Coordinator, Business Operations at 801-957-3939 or email lesa.bird@slcc.edu.

• You recruit an individual or organization to come and present to your group at no charge. 
• You are hiring/paying for a speaker at an upcoming event. 
• You are hosting an event and paying a DJ. 
• You are renting games and equipment for use at Casino Night. 
• You are using motor pool to drive students to and from SLCC.
  • This requires Thayne Center, group advisor, and motor pool involvement.
• Your group wants to bring in therapy animals for a destress event.
  
  

Contact Us

Lesa Bird

Coordinator, Business Operations

Campus:

Taylorsville

Building:

Student Center

Room:

124F

Phone:

801-957-3939

Email:

lesa.bird@slcc.edu