Division of Academic Affairs
Procedures to Submit Non-Financial Agreements
For Review and Approval
Is this the right place to submit your agreement?
There are five common types of agreement between Miami University and outside entities:
1. No money will exchange hands between Miami University and the outside entity (except for tuition agreements or waivers).
2. Money will be paid or reimbursed to Miami University for a project, product, or services.
3. Money will be paid or reimbursed to Miami University with no project, product, or services intended (e.g., scholarships, gifts)
4. Money will be paid by Miami University to an outside entity for a project, product, or services.
5. Money will be paid by Miami University for services provided by an independent contractor (e.g., speakers, performers, photo/videographers).
THE ONLY AGREEMENT TO BE SUBMITTED IN THIS AREA OF BUYWAY IS FOR
AGREEMENT TYPE 1 (Non-Financial).
ALL OTHERS ARE SUBMITTED FOR REVIEW/APPROVAL THROUGH OTHER MECHANISMS:
Agreement Type 2 (externally funded grant or contract):
Use the Cayuse eSPA system through the OARS website www.miamioh.edu/research/ to enter and submit the agreement. (contact: Anne Schauer)
Agreement Type 3 (gift, scholarship, etc):
Work through your University Advancement representative.
Agreement Type 4 (purchase goods or services):
Use the “Contract Routing and Approval” tile in Buyway. (contact: Wren Hanson)
Agreement Type 5 (independent contractor):
Use the procedures listed on Academic Personnel’s website: <http://www.units.miamioh.edu/controller/prod/accounts_payable/docs_forms/OPERS_PROCEDURE.pdf> (contact: Celia Elison)
INSTRUCTIONS FOR SUBMITTING NON-FINANCIAL ACADEMIC AGREEMENTS.
1. Log into Buyway.
2. Select “Non-Financial Academic Contract Routing” tile on the home screen.
3. Complete all sections of the information form
DO NOT CHANGE/ALTER the “Commodity Code” in the “Routing Info” section
4. Attach a draft copy of the agreement using the “Attach the Agreement Here” section.
NOTE: Use filename convention of: “yyyy_mm_NameOfEntity_Descriptor”.
(e.g., 2016_01_LakotaWestHS_EHS_Internship.docx)
5. Select “Add and go to Cart” at top right of form and click “Go”.
6. On next page, click “Proceed to Checkout” at top right of page.
7. On next page, add your contact information by selecting “edit” in the “Ship to” field.
Choose “select from org addresses” in the pop up box.
Type in the full name of your department in the search box, and hit “search”
Select the appropriate department address for your unit
Click “Save” in the “Ship to” edit window.
8. Click the “Accounting Codes” tab or link.
NOTE: Even though no funds are being charged, account information must be entered in Buyway. This is a required step in Buyway, but no charges will be made to the account entered in this field.
9. Click the “edit” button on far right of Accounting Codes section.
10. In 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) into the Index field.
11. Tab over to or click in the “Account” field and enter “160019” (this is the code for “Other Administrative”.
12. Click “recalculate/validate values” link on lower right.
13. Click “Save” at the bottom, center of pop up window.
14. Click the “Place Order” button at top right of page.