Number IPP 31

Dated: 07/15/14
Replaces: 07/01/14


Internal Policy and Procedures

Academic Support Services Orders and Service Agreements

 

POLICY:
In accordance with the mission of the University, unique needs of an academic nature routinely occur. These types of academic needs have a narrowly defined scope, a limited duration, and require unique skills. In some cases these unique needs can’t be provided by University employees, and therefore must be contracted out as a support service.


These academic support services may be provided by an individual professional, group of professionals, hospital, school district, clinic, business, non-profit organization, or whatever entity may be available to provide the unique set of qualifications to accomplish the research, educational or public service mission. Other independent contractors may also include instructors, guest lecturers, consultants, athletic event officials, and contest judges.


The unique set of qualifications or its availability in a specific location or circumstance frequently preclude the opportunity for competition. The authority to enter into this type of arrangement is found in Chapter 36 and is executed under the authority of the Board of Regents of the University of Wisconsin System. For those services $5,000 or greater, an academic support services agreement (ASSA) must be prepared by the appropriate purchasing agent and signed by an Assistant Director of Purchasing Services or the Assistant Vice-Chancellor for Business Services.


DEFINITIONS:
Academic Support Service: Any instructional or professional consulting service, provided by an individual or company that is unique (sole source) and is specifically related to the University’s mission of education, research or public service. An Academic Support Services Agreement and/or Order (ASSA or ASSO) is issued by Purchasing.


Consultant: An individual or group who gives expert or professional advice to a University department that relates to the University’s mission.


Instructor (Non-payrolled): An individual who provides classroom instructional services to a University department that relates to the University’s mission of education (see Academic Support Services above). The instructor may perform part of a credit course, or instruct a complete continuing educational course, e.g., Engineering Professional Development or Executive Education. An ASSA/ASSO is issued to the instructor by Purchasing.


Payment to Individual Report (PIR): A form used to pay any non-employee who performs a service for the University or pay scholarships or human subjects.


For Entertainer and Speakers, please refer to IPP24:

 

PROCEDURES:
1. Department will submit an external requisition along with Purchases for Services Justification form. If the funds being used are federal and the agreement is in excess of $5,000, a "Fair Price Analysis" must be included. An agreement in excess of $25,000, no matter the funding, must also include a "Fair Price Analysis".


a. 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 based on justification provided.


b. A payment to individual report (PIR) may be used in lieu of a requisition.


2. Department will submit the Contract Details Form 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 by Purchasing Services, signed by the provider, and signed and executed by an authorized signatory in Business Services who is the Board of Regents contracting officer. ASSAs may be executed for less than $5,000 at the request of the department or service provider.

 

Req Processing will: 

 

If an ASSA is required, the purchasing agent will submit the following to bid processing:

  • ASSO/Service Agreement Processing Action Sheet
  • Purchasing for Services Justification Form
  • Contract Details Form:
    • paper copy from dept will be edited as needed by agent  
    • electronic version from dept cannnot be edited by agent – but will be emailed by agent)    
    • agent will delete Contract Details Form from Box

 

Bid Processing will:  (Bid Processors, refer to the Bid Processing Manual for processing ASSO and ASSA transactions.)

  • Assign an ASSA number (bid index )
  • Prepare/proof ASSA
  • email ASSA back to agent for final review
  • Return paperwork to agent

 

Agent will proof, edit if necessary and return ASSA to Bid Processing.

 

Bid Processing will:

  • Finalize and e-mail ASSA with a copy to the department
  • Enter into Action Log when ASSA is sent
  • Refer agreement questions to agent
  • Enter into Action Log when signed ASSA is received and given to an Assistant Director for signature

 

Requisition Processors will:  (Requisition Processors, refer to the Requisition Processing Manual for processing ASSO and ASSA transactions.)

 

Service Agreements

If a Service Agreement is required, the purchasing agent will:

 

3. ASSA Amendments
Agent receives changes to the agreement via an Encumbrance Management Form or e-mail detailing justification for changes.


Agent will:

  • Pull ASSA
  • Write Amendment number on ASSO/Service Agreement Processing Action Sheet
  • Determine required changes to agreement

 

Bid Processing will:

 

Agent will proof, edit if necessary

 

Bid Processing will:

  • Finalize and e-mail ASSA Amendment with a copy to the department
  • Enter Action Log when ASSA Amendment is sent
  • Refer amendment questions to agent
  • Enter into Action Log when signed ASSA Amendment is received and given to an Assistant Director for signature

 

Requisition Processors will:  (Requisition Processors, refer to the Requisition Processing Manual for processing ASSO Amendments)


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 #1 above.

 

 

REFERENCES:
IPP24, Entertainers/Speakers
PPP 33, Academic Support Services Orders and Agreements
UW System Administrative Policy 235 (formerly F31)
Chapter 36, Wis. Stats.
Requisition Processing Procedure Manual
Bid Processing Procedure Manual