IEEE Contract Administration FAQ
Frequently Asked Questions
1.Why was this contract review/execution process started?
The Contract Execution Process was started in response to recommendations from the Institute’s legal counsel and it’s external auditors in order to protect the Institute from liability issues.
2. Who can actually execute a contract?
Region, Section, and Conference Chairs, Society Presidents and Management Council Members can execute contracts less than $25K. All other contracts must be executed by the Procurement/Contract Administration Department located at the Piscataway, NJ Operations Center.
3. What is my role as negotiator of contracts in this process?
Contracts will still be negotiated in the same manner. Some suggested items to look for while negotiating a contract are posted on this web site under Contract Review Checklist.
4. What are the dollar limits involved?
All contracts less than $25K will be executed as they were, furnishing the Procurement department with an executed copy. All contracts $25K + will be subject to the process and executed in Procurement/Contract Administration Department located at the Piscataway, NJ Operations Center.
5. How do we determine the value of a contract?
Contract value is defined by multiplying the maximum annual amount of receipts or expenditures by the number of contract years.
6. Where can we find out about Sister Society Agreements?
The process for Sister Society Agreements will remain the same. For information regarding Sister Society Agreements go to http://www.ieee.org/organizations/NSA/sister.html
7. Should group rates be extended before, or, after conferences?
Group rates should be extended for 1 to 3 days both before and after the conference.
8. What should we expect to pay for function (meeting) room space?
Function / meeting room space should be complimentary if the room block is filled to an agreed upon percentage – usually 85-90%.
9. How many complimentary rooms should I negotiate?
One complimentary room per 50 rooms booked is the standard; try to negotiate for more than the minimum.
10. Why should New York State always be used as the venue for arbitration?
New York State is where IEEE is incorporated.
11. What is VAT / GST (tax)?
Value Added Tax / Goods and Services Tax
12. When is a Contract Transmittal Form required?
A contract and Contract Transmittal form are required when a contract's monetary value is $25K or above.
13. When do I need to submit a contract for Executive Committee (ExCom) approval?
ExCom approval is required when a contract's monetary value is $250K or more.
14. Where do I send my contract and Contract Transmittal Form once completed?
The finalized contract and conpleted CTF can be emailed to contracts@ieee.org.
15. Do I need insurance information from the vendor?
Vendor information is required when the vendor will be working on IEEE property(reference website for insurance information).
16. Who is responsible for contract negotiations?
The Contract Initiator is responsible for all contract negotiations. Procurement will assist if needed.
17. Are Contract Transmittal Forms required for contract addendums?
A Contract Transmittal Form is required if the increase has a monetary value of $25K or more.
