Documenting Accessibility in Buy-to-Pay (B2P)
Harvard’s Buy-to-Pay (B2P) system contains a centrally managed and supported contract repository. Users have the ability to search for and view contracts and supporting accessibility documentation that has been entered into the system.
Creating a contract with accessibility fields
B2P users with the Contract Manager role can create and manage contract records.
How to create or upload an existing contract
As of June 2026, all contracts entered in B2P will include a question asking if accessibility has been addressed. Accessibility should be addressed for any contract that requires users to interact with a digital user interface in order to complete critical tasks.
Digital Accessibility fields
- Choosing “Yes” in the dropdown for the “Accessibility Addressed” question will expand a set of accessibility-specific questions.
- To track any of the following documentation, you can set up “Obligations” in B2P to notify stakeholders of pertinent information and timelines. Learn more about how to schedule Contract Obligations.
Accessibility Rider
The first question under Digital Accessibility Details relates to whether or not there is a signed Accessibility Rider. The three possible responses are:
- Yes – Harvard Standard Language: Harvard's standard Rider was signed and attached
- Yes – Not Harvard Standard Language: A Rider may be amended in some way. Use this response if a non-standard language rider was signed and attached.
- No: No Rider was signed
Additionally, in the “Miscellaneous Information” section there is a list of “Key Riders” that should be included. Check the “Accessibility” box, even if you aren’t sure that the Accessibility Rider will ultimately be adopted by the supplier.
Accessibility Roadmap
If the vendor signs an amended Accessibility Rider or doesn’t sign one at all, they should submit an Accessibility Roadmap that describes improvements to be made over the next year (the Temporary Exception Form is still required). Upload the Accessibility Roadmap as an attachment or include it in the contract. You can also create an Obligation to track and manage the Accessibility Roadmap.
Temporary Exception Form
The Temporary Exception for Accessibility form (PDF) is an internal form signed by the school/unit CIO and grants a one-year exception to the Accessibility Rider. Upload it to B2P separate from the contract, and create an Obligation to track and manage the Temporary Exception Form.
Accessibility Product Review
How was the product reviewed for accessibility? Select all that are applicable.
- Q&A with Vendor - Question and answer review session with the vendor
- Vendor Demonstration - Vendor demonstration of accessible features
- Accessibility Documentation - Examples of acceptable documentation include Voluntary Product Accessibility Template (VPAT), Accessibility Conformance Report (ACR), and Harvard’s WCAG 2.1 Vendor Checklist (Excel spreadsheet)
- Harvard or 3rd Party Assessed - Harvard or a contracted third party assessed the product
- Not Reviewed - Product was not reviewed for accessibility
Upload product review documents as attachments, and create Obligations, if needed.
Accessibility Product Review Date
Enter the approximate date (month/year) of the most recent accessibility product review.
Support
For any questions related to this process or for questions about documenting accessible procurement outside of B2P, contact Digital Accessibility Services (DAS) at digitalaccessibility@harvard.edu. You can also learn more about the process in the DAS guide to accessible technology procurement.