IRIS CONTRACT REVIEW TRANSACTION INSTRUCTIONS
FOR TRANSACTION ZCT_MAINT_CONTRACT
Since the contracts converted from the AS400 system
are in all caps, for consistency, we suggest you enter all
information in capital letters. Please make sure you
spell everything correctly and be consistent in how you
enter the text, especially in searchable fields. For
example: Methodist LeBonheur Hospital; Meth
LeBonheur Hosp, LeBonheur Hospital, etc.
IRIS Entry
Click on the “Create Button”. This opens up the
screen.
Descriptive Information
Title (required field)–This should be a short
summary of the description of contract services. If
you have room, include the vendor’s name in this
field.
Description (required field): Provide a detailed
description of contract services.
Vendor (required field):
 Payable Contracts: The vendor number must
be completed. Make sure this number
corresponds correctly with your vendor. This
number will be used for invoice payment
purposes.
 Receivable Contracts: If vendor number is
known, entry of this number is advisable. If
number is not known, type “Contract” into this
section and skip down to Vendor Information.
 No Dollar Contracts: Same as Receivable
Contracts.
 Individuals: If payable contract, a vendor
number will be required.
Federal ID # (contingent field):
 Payable Contracts: This field is required. This
number and the vendor number must
correspond before contract review information
can be submitted into workflow. Upon entry of
this number, the vendor name will populate.
 Receivable/No Dollar Contracts: Entry of this
field is not necessary if vendor number is not
known. If vendor number is known, please
complete field. Upon entry of this number, the
vendor name will populate.
 Individuals: Leave this field blank. Never enter
the individual’s Social Security Number.
Vendor Information (required field when
“Contracts” entry into Vendor #): Provide vendor
name on those entries where vendor name is not
populated. If an individual, please make sure the
name is spelled correctly and do not use any
abbreviations, punctuation or prefixes/suffixes.
Effective Dates (required field): Date must be in
00/00/0000 format.
 Start Date: Date when services are to begin.
If start date is uncertain (contract read that
services will begin upon execution of contract),
use 01/01/0001. Date comment will be
required.
 End Date: Last date of services. If end date is
indefinite or contract automatically renews,
use 12/31/9999. Date comment will be
required.
Date Comments (contingent field): On those
agreements with an uncertain start date or an
indefinite end date, please provide explanation.
Amendment (required field): Drop-down Yes or N.
If Amendment is answered yes, Amendment Nbr
and Original Contract fields will populate.
Amendment Nbr (required field if Amendment
“Yes” is selected): Should reflect the number of
amendments to the original contract.
Original Contract (required field if Amendment
“Yes” is selected): Provide the original contract
number that is being amended. The number
provided in this area should be an IRIS assigned
number. This number can be found in IRIS
transaction ZCT_SELECTION.
Amount Type (required field): Use drop-down for
appropriate choice to describe the monetary nature
of the contract.
Primary Contract Type (required field): Use dropdown to make the selection of which best fits the
services of the contract. Note: this selection will
determine if a NCJ is required. A list of contract
types that do not require a NCJ are included in the
training material.
Payable Amount (contingent field): Enter the
maximum financial liability amount if all options
are exercised under the agreement. If the contract
is an amendment, enter only the incremental
increase/decrease, not the cumulative.
Cumulative Payable Amount (IRIS automatically
completes): When a contract amendment is being
entered, this field automatically adds the
amendment total to the original contract/prior
amendment total(s).
Receivable Amount (contingent field): Enter the
maximum total the University can expect to receive
for services rendered if all contract options are
exercised. If the contract is an amendment, enter
only the incremental increase/decrease, not the
cumulative.
Cumulative Receivable Amount (IRIS automatically
completes): When a contract amendment is being
entered, this field automatically adds the
amendment total to the original contract/prior
amendment total(s).
Net Amount (IRIS automatically completes): For
those contracts that are both payable and
receivable, this field will automatically populate the
net difference between the two.
Contingency (not required): Drop-down Yes or No.
If yes is selected, Contingency Amount box will
open.
Contingency Amount (contingent): Enter the dollar
amount of the contingency.
Payable Information
Competitive Type (required field for all payable
contracts): Drop-down box for selection. Required
entry on all payable contracts, regardless of
contract value. If contract was not acquired
through the Purchasing Office/bidding procedures,
you will select “Non-Competitive” even if no NCJ is
required.
Non-Competitive Justification Number (contingent):
The approved NCJ number is required in this field.
If a NCJ is not required because of “Contract Type”,
please leave blank.
Create/Amend Contract PO (leave blank): This field
is not functional at this time.
Contract PO Nbr (leave blank): This field is not
functional at this time.
Paying Fund (required field for payable contracts):
The fund/account/cost center to be used for the
paying on the contract.
Encumber Funds (leave blank): This field is not
functional at this time.
Existing Purch Req Nbr (required field if services
were bid): Enter the purchase requisition number
for those services that were bid.
Existing Purch PO Nbr (field not required): Please
enter the purchase order number related to the
requisition number, if applicable.
Responsible Funds/Person
Primary Responsible Fund (required field): Fund
that has overall responsibility for the
administration of this contract. Often, this is the
primary Cost Center (E07 #) for a given department
and it may be different from the payable or
receivable fund number.
Fund Center (IRIS automatically completes): This
field will automatically populate the Funds Center
number based on the Primary Responsible Fund
number.
_Fund_ (optional): If more than one fund will be
involved in this contract, enter all funds (up to
three funds other than the Primary Responsible
Fund) in these fields. Entering fund numbers here
will allow individuals with access to those fund
numbers to see the contract.
Responsible Person (required): This field will
automatically populate to the default person for a
particular cost center in Production. If default
person is incorrect, then use the match code box
and search for the correct person.
Characteristics
Contract Type 2 (optional): If the nature of this
contract falls into multiple categories, select an
additional type of contract.
Contract Type 3 (optional): In the nature of this
contract falls into multiple categories, select an
additional type of contract.
Campus Specific (optional): Free-form available for
use by individual campuses. Any type of brief entry
may be made into this field.
AS400 Logging Number (optional): Contract
tracking number used in the former AS400 contract
logging system. This field is only for contracts that
were converted from the AS400 in the IRIS contract
system. You might never need to use this field to
enter new contracts.
Form Type (optional): Use drop-down list to
describe what type of contract form was used.
Auto Renewal Terms (contingent): Drop-down box
Yes or No. Select “Yes” if contract contains an
automatic renewal provision.
Renewal Notes (contingent): If yes has been
selected in “Auto Renewal Terms”, a brief note is
required about the automatic renewal provisions in
the contract. For example: “Auto renews every
contract year”.
Related Contract (optional): If applicable, enter the
contract number of a contract that is related but
does not have a formal amendment or original
contract relationship.
Work Indicator (optional): Indicator of what stage
a contract is in during the review process, or if
review is complete, whether the activities (“work”)
specified in the contract are complete.
Campus Delegated (optional): Drop-down box Yes
or No to indicate if contract is campus signature
delegated.
Sensitivity Level (optional): Use the drop-down list
to select the appropriate sensitivity level.
Foreign Parties/Overseas Effort (optional): Use the
drop-down list to indicate that the vendor is a
foreign company or citizen of a foreign country, or
if the event(s) will occur outside of the United
States.
Property Report Required (optional): Use the dropdown to indicate if a Property Report will be
required for the items purchased under the
contract.
Export Control Issues (optional): Use the dropdown to indicate whether the subject matter of the
contract is subject to the export control under U.S.
law.
Intellectual Property Involved (optional): Use the
drop-down to indicate whether the contract
involves intellectual property (for example:
copyrights, patents, trademarks, online journal
subscription agreements, etc.)
Insurance Certificate (optional): Use the dropdown list to indicate whether UT or Vendor must
produce proof of insurance. If so, indicate the
nature of the insurance certificate.
Nbr of Contract Copies (optional): Enter the
number that represents the number of copies of
the contract that will be forwarded for signature by
UT.
Comments (optional)
Text box for entry of comments that may be applicable
to the contract but not otherwise accounted for in any
other field. For example: the name of the vendor’s
contact person with their contact information. Note:
Unlike the NCJ, the comments field for this transaction
does appear on the printable PDF form. You may leave
the Comments field blank.
Routing Information
Routing Information: Please use routing
information to track where the contract is located
in the review process. Routing information may be
added by anyone, even if contract is located in
someone else’s workflow. Please note: Routing
information cannot be changed or deleted once
entered.
Official UT Signature Date (leave blank): Please
leave this field blank. Will be completed by the
Treasurer’s Office upon completion of the contract
review process.
Filing Location (leave blank): Please leave this field
blank. Treasurer’s Office will complete this field
upon completion of the contract review process.
This field indicates where the Treasurer’s Office
copy of the contract is filed after review is
complete.
Created By/Last Updated By (IRIS automatically
completes): The name of the person who created
or updated the contract in IRIS will be automatically
updated by IRIS.
Created On/Last Updated on (IRIS automatically
completes): The date on which the contract was
created or lasted updated will automatically be
updated by IRIS.
Receivable Information
Invoiced By (contingent): “Memphis Contracts”
should be entered in this field.
Receiving Fund (required field): The account
number of the fund that will be credited with the
contract revenue.
Memphis AR (Accounts Receivable Information):
 Invoice Billing Frequency (required field):
Select the appropriate billing frequency from
drop-down box.
 Invoice Format Type (required field): If billing
is not for actual salary/benefit reimbursement,
select 1 for “service”. If billing is for actual
salary/benefit reimbursement, select 2 for
“SBR”.
 Attention To (required): Enter the name of the
person to whose attention the invoice should
be sent.
 Service Items: Not functional at this time.
Administrative Information
Please do not enter anything into this section. This field
is to be used by the Treasurer’s Office only.