Focus on Employees

Processing contracts for the ARMS System

Record of Contract

Complete a Record of Contract to facilitate payment to the consultant based on the specific work performed on your project. The Record of Contract should include:

• The work order ("H") number in the upper right hand corner (Contract Number)

• Contractor's name and address

• Project name

• Contract amount

• Master contract number

• Copy of approved Consultant Selection Information Form

Forward the Record of Contract and Consultant Selection Information Form to Procurement Services (MS EXC-ES-0862) for processing. The encumbrance should appear in the ARMS system within 5-7 working days of delivery to Procurement Services.

Change Orders

Complete a Record of Contract using the original work order ("H") number, and indicate the Change No. on the appropriate line. Include any changes in encumbrance amounts (additions or subtractions). Attach a revised Consultant Selection Information Form (reviewed and signed by the Project Manager, consultant and HRI) and an executed Change Order Amendment Form to the Record of Contract and forward to Procurement Services (MS EXC-ES-0862) for processing.

Invoice(s) Payment

Payment of all consultant invoices is the responsibility of the department that entered into the work order with the consultant. The consultant will invoice the department for services completed with a copy to HRI.

Completion of Contract

When the project is completed, please email HWFI so that we may better evaluate the Master Contracts program. Please include the following information:

• Project Manager name, agency

• Vendor name, Contact name

• Project title

• Completion Date

• Total Cost

• Number of participating employees

• A short overview of your experience with the vendor — What worked well, what didn't, how employees responded, would you contract the vendor again, etc.