Internal Policy and Procedures

Academic Support Services Orders and 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 the Director of Purchasing 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 sole source justification for services. 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. 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 the Director of Purchasing 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.

If an agreement is required, the purchasing agent shall prepare an ASSA.

Purchasing Services Administrative staff will follow processes:

Requisition Processors, refer to the Requisition Processing Manual for processing ASSO and ASSA transactions.
Bid Processors, refer to the Bid Processing Manual for processing ASSO and ASSA transactions.

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

FPP #31 Financial And Administrative Policies

Chapter 36, Wis. Stats.

Requisition Processing Procedure Manual

Bid Processing Procedure Manual