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Student organizations must use DePaul's Standard Performance Contract when working with all performers and vendors. Please review the following policies and procedures regarding contracts. Failure to comply with the policies, procedures and expectations of the Office of Student Life may result in the loss of organizational status or privileges.
Vendor Contracting Forms
Contract Submission Form
Payment Processing Forms
Standard Performance Contracts
Student Life Vendor Agreement- (For Goods and Services)
Vendor Contracting Process Guidelines and Policies
Payment Processing Guidelines
Student Organization Contract Policy and Guidelines
Contract Step by Step Guidelines
Payment Processing Policies & Guidelines
- All financial paperwork (including reimbursement, transferring of funds, or vendor payments) must be reviewed and signed by Student Life. Please print and fill out the Payment Processing Form when submitting paperwork.
- Payment Processing Forms must be given to Student Life 14 days prior to an event in order for the vendor to be paid Net 30.
- Student Life will not accept any Payment Processing Forms that are incomplete or missing supporting paperwork (including ORIGINAL receipts, signed contracts, and supporting bank documentation as required).
- DePaul pays "Net 30." This means that no payment will be sent out until AT LEAST 30 days after an event. Net 30 is only guaranteed if all paperwork is received on time (prior to an event).
Student Organization Contract Policies & Guidelines
- You MUST use the standard contract provided by Student Life. If you plan to use another contract, you MUST speak with a Student Life staff member BEFORE getting the contract signed by the vendor.
- All contracts for registered organizations MUST be reviewed and signed by Student Life. Students and Advisors MAY NOT sign ANY contracts.
- This form and TWO CONTRACTS SIGNED BY THE VENDOR must be turned in 14 days before your event. If you turn in your signed contracts late, your event may be cancelled and/or your organization may have future contract privileges suspended or revoked.
- Student Life will return one of the two original signed contracts to your organization for the other contracting party (e.g. the vendor).
- As a courtesy, please make sure your Advisor is informed about the event.
- If your organization is using an off campus account to pay the vendor/performer AND the amount is over $500, your organization must submit proof to Student Life that your organization has the necessary funds available, (for example, a copy of a recent bank statement).
- Additional policies apply to fraternities and sororities. Please see the Fraternity and Sorority Life Advisor for details.
**Contracts must be signed by BOTH Student Life AND the performer/vendor PRIOR to the event.**
Step-by-Step Contract Guidelines:
- A student organization representative should pick up or print 2 copies of the Standard Performance Contracts
- The Student Organization is responsible for having the vendor sign all two copies of the contract.
- Student Organization submits the TWO CONTRACTS SIGNED BY THE VENDOR and the Contract Submission Form to the Loop or LPC Student Life front desk to be signed. Under no circumstances may a student or an advisor sign a contract of ANY amount.
- Contracts must be submitted NO LESS than 14 days before the event. Please make sure that your Contract Submission Form is completely filled out, has all supporting documentation if necessary, and is TURNED IN ON TIME. Student Life may not accept forms that are incomplete or late and STUDENT ORGANIZATIONS WHO DO NOT TURN IN CONTRACTS TO STUDENT LIFE ON TIME WILL BE SANCTIONED AND MAY LOSE STUDENT ORGANIZATION PRIVILEGES OR STATUS.
- Student Life will contact the Student Organization when the contract is ready to be picked up (out of the Student Life Student Workers' Mailbox).
- Student Life will return one of the two original signed contracts to your organization for the other contracting party (e.g. the vendor).
**ALL Contracts must be signed by BOTH parties BEFORE the event takes place.**
Consequences for not following Contract Policy:
Sanctions
Student Organizations that violate the Contract Policies & Guidelines (including not turning contracts in for review on time) are subject to penalties, including temporary or permanent loss of Student Organization privileges or status.
- The 1st Offense.
- Written warning from the Office of Student Life
- The 2nd Offense.
- No promo tables or walls will be approved, no room reservations will allowed to occur, nor will any contract be signed for any vendor or service for a period of 10 weeks of the academic calendar (not including summer).
- The 3rd Offense.
- Loss of organization recognition for a year
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