Extension of contract
As a contract owner, it is important that you keep track of when your agreement expires and whether it is possible to extend or not. A contract is never automatically renewed. This means that you must contact the Procurement function to extend a contract.
Manage contract extensions
In our agreements there is, in some cases, a contract extension clause. When the agreement is registered in the agreement catalogue, an automatic notification is sent from e-Avrop to the contract owner - no later than three (3) months before the end of the agreement - with information on whether the agreement is possible to extend or if it expires. If the agreement has renewal options (extendable), the contract owner must himself pay attention to these messages from e-Avrop.
Extending contracts
If you, as a contract owner, have received a message from e-Avrop and wish to extend the agreement, please contact the Procurement function. You will then receive a completed form - contract extension - that you sign in eduSign. When the form is signed, it must be registered and then sent to both the responsible purchaser and the supplier for information. When the signed form is returned to the Procurement function, the responsible procurer activates the extension in the system.
No contracts are automatically renewed
Please note that agreements are never extended automatically and never without the procurement function having received the signature of the authorised signatory on the form. This explains why contracts sometimes ‘disappear’ from the contract catalogue when they end up in the contract archive without an activated extension. It is therefore of the utmost importance to pay attention to messages from e-Avrop.
Procedures for outgoing contracts
- e-Avrop sends out an automated email to the contract owner
- The contract owner decides whether the contract should be extended or expire
- The contract owner e-mails the responsible procurer to receive the completed form
- The contract owner signs the extension in eduSign
- The contract owner registers the signed form
- The contract owner sends the signed form to the responsible procurer and to the supplier for information
- The responsible procurer registers the form and activates the extension in the contract catalogue
Sign agreements in the eduSign system
Agreement without possibility of extension
If the agreement does not have an extension option left to use, you as the contract owner must initiate a new procurement. Contact the Procurement function via the service portal for support and help.