Choosing the Correct Form in the PantherExpress System

Services Agreements

Most services purchases should be entered into the Contracts+ module of the PantherExpress System using the Contract Request form. Use the Services Agreement Checklist to help you complete this process. The contract must be fully executed before any payments can be processed. To process payments, create a Contract Payment Form and then attach a copy of the invoice into the PantherExpress System against the PO generated by the Contract Payment Form and enter the invoice data.

Services Agreements for Sponsored Research Projects

Under sponsored research projects, different administrative and audit requirements exist for subrecipients (financial assistance) and vendors (procurement actions). Because of these differences, University agreements must be administered by either the Office of Sponsored Programs or Purchasing Services. Review the following information to determine the third-party relationship and which of these two offices should handle the agreement.

Office of Sponsored Programs vs. Purchasing Services

The Office of Sponsored Programs is responsible for issuing subawards from prime agreements (contract, grant, or cooperative agreement) awarded to the University. Purchasing Services is responsible for issuing service agreements for goods and services from contractors. 

The following table and the Uniform Guidance §200.330 outlines the differences between subrecipients and suppliers:

Subrecipient Relationship

Office of Sponsored Programs manages agreements with subrecipients

Supplier Relationship

Purchasing Services manages agreements with suppliers (contractors)

Subawards - Issued by Office of Sponsored Programs

  • Performs substantive, programmatic work in an intellectually significant way
  • Has an identified Principal Investigator (PI) who serves as the Pitt co-investigator on an externally-funded award
  • Responsible for adherence to terms and conditions flowed down from Pitt's external sponsor
  • Performs work that may result in intellectual property development or publishable results, including co-authorship

Services Agreements or Purchase Orders - Issued by Purchasing Services

  • Performs specific services ancillary to the operation of the sponsored project
  • Does not have much or any independent decision making for design and implementation of the sponsored project
  • Responsible for deliverables, that if not satisfactorily completed, may result in withholding of payment or requirement to redo the work
  • Has no expectation of retaining intellectual property or authoring/co-authoring publications

Uniform Guidance §_200.330(a) states that:

A subaward is for the purpose of carrying out a portion of a federal award and creates a federal assistance relationship with the subrecipient. 

Characteristics that support the classification of the non-federal entity as a subrecipient include whom the non-federal entity:

  • Determines who is eligible to receive which type of federal assistance.
  • Has its performance measured in relation to whether the objectives of the federal program are met.
  • Has responsibility for programmatic decision making.
  • Is responsible for adherence to applicable federal program requirements specified in the federal award.
  • Uses the federal funds to carry out a program of the organization as compared to providing goods and services for a program of the pass-through entity.

Uniform Guidance §_200.330(b) states that:

A contract is for the purpose of obtaining goods and services for the non-federal entity’s own use and creates a procurement relationship with the contractor.

Characteristics indicative of a procurement relationship between the non-federal entity and a contractor are when the contractor: 

  • Provides goods and services within normal business operations.
  • Provides similar goods and services to many different purchasers.
  • Normally operates in a competitive environment.
  • Provides goods or services that are ancillary to the operation of the federal program.
  • Is not subject to compliance requirements of the federal program.
Initiating a Request for a New Subaward or Services Agreement

If the third-party relationship has the characteristics of a subrecipient, complete the Subaward Agreement Request through the Office of Sponsored Programs.

If the third-party relationship has the characteristics of a contractor:

Supplier Provided Agreement

The University’s preference is to use a contract template drafted by the University of Pittsburgh.  If a supplier insists their template contract must be used, submit in Contracts+ using the Contract Request template and choose “yes” to the question “Has the supplier provided a contract document to be used”. 

Equipment Maintenance, Service & Support Agreements

Specialty Underwriters is a university-wide contracted supplier for equipment maintenance, service and support.  With few exceptions, listed on their contracted supplier webpage, all equipment maintenance, service and support agreements should be purchased through Specialty Underwriters, per University Policy AO 30 Required Use of Contracted Suppliers.

Agreements for equipment maintenance, service and support need to be entered into the PantherExpress Ssystem using the Blanket/Standing Order form. The form needs to include the period of time the agreement is effective and the previous PO number, if any.

All requisitions for agreements for equipment maintenance, service and support need to include a quote from Specialty Underwriters or, if Specialty Underwriters is unable to provide a quote, a copy of the email from Specialty Underwriters that they cannot quote.

Dues/ Membership Form

The OneCard is the preferred method of payment for all purchases of dues, professional memberships, registrations, and subscriptions. If the purchaser is unable to use the OneCard, then the Dues/Memberships Specialty form in the PantherExpress System may be used. This form does not need to be approved in the System prior to payment being processed. An invoice is automatically generated by the PantherExpress System from the data you enter in the Specialty Form. Attach a copy of the invoice you receive from the supplier when completing the form to submit for approval.

Conference & Event (C&E) Contract Request

The Conference & Event Contract Request in the Contracts+ module of the PantherExpress System must be used to book signature venues costing more than $10K or conference space, hotels, or an event that the University is hosting. More information is provided in the Conferences and Events Agreements section. The contract must be fully executed before any payments are made. The preference is that pre-payments and final payments for conference space, hotel rooms, signature venues, and events be paid by OneCard.

Other Payment Request

This form should be used sparingly and only if no other category of form is appropriate. This form does not need to be approved in the System prior to payment being processed. An invoice is automatically generated by the PantherExpress System from the data you enter in the Other Payment Request Specialty Form. Attach a copy of the invoice you receive from the supplier when completing the form to submit for approval.

Refund Payment Request

This form should only be used to issue a refund due to overpayment. This form does not need to be approved in the System prior to payment being processed. An invoice is automatically generated by the PantherExpress System from the data you enter in the Refund Payment Request Specialty Form. Attach a copy of the invoice you receive from the supplier when completing the form to submit for approval.

Research Sub Contract

This form should be used when the service purchase is part of a research sub contract. The form must be submitted and approved before any payments can be processed. To process payments, attach a copy of the invoice into the PantherExpress System against the approved form and enter the invoice data.