Contract Process Flowchart

Flowcharts for Graduate Medical Education Contracts (GME) – Administrative, educational and patient care services provided by University faculty to hospitals.

Each department chair indicates in budget conferences the status and changes for new fiscal year contracts.
Where negotiations are complete, contract renewals have been drafted by AFS, and the routing process for review and approval has been initiated. DRAFT contracts are routed for review, comment, and approval in the following order: Associate Dean for Administration, department chairs, and where appropriate, outside second party.

Final contract is drafted and routed for signature as follows (allow two months to obtain all signatures):

• Department chair (if appropriate)
• KUSM-W legal counsel in Kansas City
• Dean of KUSM-W
• MPA (if necessary)
• WCGME (if necessary)
• Outside contracting party

When contract is fully executed:

• Original contract is filed in AFS
• Copy of the contract is sent to department chair.
• GME contract revenue is received by AFS and deposited into the appropriate department’s Restricted Fee account.

Flowchart for Service or other Contracts – Employee consulting services to outside contractor, Independent contractor services for KUSM-W, Educational administrative support, Facility rental, equipment leasing, maintenance agreements, or catering.

A DRAFT contract is created by or sent to AFS for review. University counsels legal opinion and form approval is obtained.

Final contract is drafted and routed for signature as follows (allow one month to obtain all signatures):

• KUSM-W legal counsel in Kansas City
• Dean of KUSM-W
• Department chair (if appropriate)
• Outside contracting party

When all signatures have been obtained on the contract:

• Original contract is filed in AFS
• Copy of the contract is sent to the department chair
• When payment is receivable by KUSM-W from an outside contracting party, the department issues an invoice to the contracting party, receives and deposits payment.
• When payment is payable by KUSM-W to an outside contracting party, the department receives the invoice, initiates, and completes payment.

Contact Kim Shore if you have any questions on the contract process.