Execute and distribute

Responsibility: KE Contracting Services
Prepared by: Contracts Functional Group
Work Instruction Number:WI-SN-75
Updated: April 23, 2025

This work instruction consists of the following sections:

Signature process

Agreement finalization and distribution

Signature process

---

Once the terms of an agreement are accepted by the Parties, the GCO will process the agreement for ASU signature.

To do this, the GCO will obtain ASU signature directly from an ASU authorized signatory by emailing the signature page to an authorized signatory. If hard copy signatures are required by the Sponsor, then this should be communicated to the authorized signatory so that a hard copy can be returned.

GCO changes task state to “With External Parties” or “With Internal Parties” as appropriate, updates the Negotiation Information Page, 2.0 Brief Task Description and 3.0 Internal Review/Negotiation Comments accordingly, and uploads copy of signed agreement to 5.0 Most current version of agreement being negotiated.

GCO emails, via ERA, the signed agreement to the sponsor for execution (if sponsor has not signed first). If the sponsor has already signed the agreement, proceed to the Agreement Finalization and Distribution section below.

Agreement follow-up: GCO will follow up with Sponsor at least every 5 business days on the status of receiving the fully signed agreement. PI and RA will be included in correspondence. GCO will update Negotiation Information page question 2.0 Brief Task Description and 3.0 Internal Review/Negotiation Comments accordingly.

Agreement finalization and distribution

---

1. GCO uploads a copy of a fully executed agreement (including all agreement attachments) in Final Task Request question 1.0. GCO uploads a copy of the final agreement in Word version (if available) here also. GCO marks 5.0 Select Instrument Type, selects 6.0 Payment Type, adds 7.0 Terms and Conditions as appropriate along with any special terms and conditions, and enters if any special reviews were marked in ERA Proposals. 8.0 Initial invoice mark whether the invoice was sent out and add 9.0 Agreement Summary Notes for AMT.

2.  GCO emails, via the ERA Agreements “Email” activity, the fully executed agreement to the PI, RA, and other internal parties as needed, and Sponsor.

3. GCO runs “Finalize Agreement” activity in ERA Agreements. GCO resolves all Error/Warning messages, if required, and re-runs “Finalize Agreement”.

4. ERA Agreements will move tasks to “Executed/Awarded” or “Completed” state (depending on Agreement Type). Sponsored Project Agreements (SPA) tasks will trigger an ERA generated notification email to be sent to AMT. If the task is a MOD, the fully executed modification will be emailed to notifications@asu.edu for AMT to manage.

If an initial invoice is required for the agreement, access the invoice in the ERA Agreements – Templates. Include completed pdf of initial invoice in the Outlook email to the Sponsor containing either the ASU signed agreement or the fully executed agreement and copy cashmanagement@asu.edu on the email. GCO to upload a copy of the email containing the initial invoice under Finalize Task Request question 1.0.