Please contact Front Desk with any questions related to the procurement of services by companies or individuals. Please allow at least 20 working days between submission of complete documentation and start of work, in order to allow for review and approval by Campus Shared Services.
NOTE: You cannot purchase services with your credit card. This might have slipped by in the past, but the University is ABSOLUTELY rejecting these now regardless of dollar amount. If you purchase a service without an advanced Purchase Order, you will likely end up footing the bill, because you are no longer allowed to ask to be reimbursed for services.
Any supplier doing business with the UC must be set up as a vendor in the campus Vendoring system. If the supplier has done business with the UC previously, they should already be in the system. If this is the supplier’s first time doing business with the UC, they must complete and submit a W-9 form. The form must be submitted via fax to the number at the top of the form.
Purchasing (hiring) Professional Services
Required documents from the requestor:
i. Must be signed by requestor
ii. Must be signed by PI on designated funds (if other than requestor)
Source Selection & Price Reasonableness Justification Form required for all Federally Funded orders that are ≥$10,000 & State funded orders that are ≥$50,000
Classification Worksheet for Federal Tax Purposes (for individuals or Sole Proprietor)
Required documents from the Supplier:
Certificate of Insurance (the certificate must name “The Regents of the University of California” as additionally insured)
Submit completed documents to firstname.lastname@example.org (preferred) or swdesk mailbox in 120 Haviland, we will submit in BearBuy.
Once the PO has been generated, we will email you with the PO# (the supplier should keep number this on record as well), and the supplier may begin work. Suppliers should not begin work until the PO has been generated.
After-the-Fact Payment Requests
If you are submitting a request AFTER services have already begun or been completed, then an After the Fact Justification must be provided along with the rest of the required documentation, whether the services are provided by a company or Independent Contractor.
The Dean's exceptional authorization is required for all After-the-Fact purchases, in addition to the normally required documentation.
After-the-fact requests should be a rare and exceptional occurrence.