Number PPP 33

 

Effective 04/08/14
Replaces 01/16/14


Purchasing Policy and Procedure

 

Academic Support Services Orders and Agreements

 

1. POLICY:
Some services provided by independent contractors represent unique talents needed by the UW-Madison on a temporary basis to fulfill its mission of instruction, research and public service and may preclude the opportunity of competition. The need for a unique service is dependent upon the judgment of qualified professionals in UW-Madison departments.


For those services $5,000 or greater, an Academic Support Services Agreement (ASSA) and Academic Support Services Order (ASSO) must be prepared and signed by an authorized signatory in Business Services. These documents are then sent to the provider by Purchasing Services. For services under $5,000, department users are encouraged to prepare contract documents detailing services to be provided with costs and detailed dates of services.

The following services do not apply:
Affiliation Agreement, Memorandum of Understanding, etc. already exists – Contact agent
Conference/Meeting Hotel hosting servicesContact agent
Contract exists (UW, UW System, or DOA)
Employee interchange
Internal services done by another UW department or state agency
IT services -- Contact agent
Maintenance for equipmentContact agent
Newspaper advertising services – see PPP 28
Regrant – see Research and Sponsored Program’s website
Software license agreements-- Contact agent
Speaker or Entertainer --see PPP 30
Sub-Award – see Research and Sponsored Program’s website

2. USAGES AND LIMITS:
These specialized academic support services may be provided by an individual professional or group of professionals, a hospital, a school district, a clinic, a business, a non-profit organization or other entity may be available to provide the unique set of qualifications to accomplish the instruction, research or public service mission. Independent contractors may also include instructors, guest lecturers, consultants, athletic event officials and contest judges. ASSAs cannot be used if the provider is a university employee.


Please note: Procedures for services specifically related to entertainment, speaking, instructing and consulting are detailed in PPP 30.


3. PROCEDURES:

3.1 Best Judgment Purchases $5,000 or less:
3.1.1 See PPP 3 "Best Judgment Purchases".


3.1.2 Departments may use either a Payment to Individual Report (PIR) or requisition for transactions $5,000 or less. The transaction amount is based on the total compensation, i.e., fee, lodging, meals, travel, etc., regardless of whether it is paid directly to the individual or on their behalf.


3.1.3 The decision regarding whether or not a service meets the intent of an academic support service will be the responsibility of the Purchasing Services Agent assigned to the transaction when a requisition is processed

.
3.1.4 A requisition must be used if the provider requires a partial cash advance deposit and is recommended if the event is several months in the future. For additional information see PPP 30.


3.1.5 Departments are encouraged to have the provider sign a ASSA/contract to protect the University from any liability issues or to spell out specific arrangements between the provider and the Department. Department users are reminded that they are not authorized to sign these agreements and they must be sent through Purchasing Services for review and signature.

 

3.2 Transactions for more than $5,000:


3.2.1 If an academic support service costs $5,000 or more (excluding itemized travel) per year, a written Academic Support Services Agreement (ASSA) must be prepared, signed by the provider and signed/executed by the Director of Purchasing Services.


3.2.2 Departments must submit a requisition and include a Purchases for Services Justification form and Contract Details Form. The Contract Details Form must routed via e-mailed to your Dean’s office.  If appropriate, the purchasing agent will prepare an ASSA based on the information provided.


3.2.3 If the funds being used are federal funds, the "Fair Price Analysis" section located on the Purchasing for Services Justification Form must be completed.


3.2.4 If the agreement is in excess of $25,000, no matter what the funding, a "Fair Price Analysis" must be included.


3.2.5 The completed ASSA will be e-mailed to the provider with a copy to the department.  A copy will be maintained on file at Purchasing Services. When the provider returns the signed ASSA, it will be presented to the Director of Purchasing for signature. Once signed, the purchasing agent completes the transaction by releasing the requisition as an Academic Support Services Order (ASSO). A signed copy of the ASSA will be mailed with the Purchase Order to the provider and the Department.

 

3.3 DELEGATED AGENT PROCEDURE:
Academic Support Service Orders are NOT part of any delegation agreement; therefore delegated agents are NOT authorized to issue PO ready requisitions for these services. Delegated agents should submit requisitions and justification or services as in procedure #3 above.


REFERENCES:
FPP #31 Financial And Administrative Policies
Chapter 36, Wis. Stats.
PPP 30 – Entertainers, Speakers, Instructors Contracts
PPP 14 – Signatory Authority (agreements and contracts)
IPP 31 – Academic Support Services Orders and Agreements