Contracts and Services How To

Welcome to our contract and services how to page. We hope that you find this information helpful as you work with our office. Please keep in mind that the business office needs at least 3 weeks for a thorough review and submission of documents for Contracts and Services.  If there are any questions, please ask them prior to the 3-week time frame.  Once the approvals are processed in the business office, contracts route to Procurement and Contracting Services for review and approval. We have no control on how long contracts will take to process once they leave HIPs level of approval, but it can take up to 3 weeks. Please plan for at least 6 weeks for your purchase agreement contract to be fully reviewed and approved by the HIP Business Office and Procurement and Contracting Services.

Note,  NO work can begin until your purchase agreement contract is approved. Once a contract is approved, work can begin, and suppliers can begin invoicing for their work. Invoices will take around 10 business days to process payments.

Here are some best practices/notes to keep in mind as you plan your activities:

  • Contracts and/or terms and conditions can only be signed/approved by purchasing.
  • Any type of contractual obligation in which UC will be paying requires pre-approval.
  • Performers are now easier than ever as long as we follow the established procedures.
  • When possible, you should use your corporate card to pay for food for your meetings/events. Refer to approved caterer list and  be aware of the policies.
  • A conflict of interest confirmation is always required by our office to ensure we have confirmed that the prospective hire is not a current or past employee, or a relative.
  •  The address on the W9 for non-employees must match the supplier address.  PO boxes are not accepted by purchasing when setting up a supplier.  We can add a remit to address to a PO Box,  if needed.
  • Suppliers should complete their own W9.
  • A certificate of insurance will be required if not already on file with the Procurement office.
  • The requestor (HIP employee) is responsible for completing all applicable documents, i.e. the scope of work, Independent contractor form, and performance agreement (includes obtaining necessary signatures).
  • Please only submit packages with all completed forms. We are unable to process a request that is missing forms, required information, or signatures.
  • Questions, changes, delays, or concerns should be directed to the business office staff member who is assigned to your unit, or the staff member’s supervisor.   This will prevent delays and confusion as to a process.
  • The business office does not typically have any contact with suppliers.

QUICK LINKS: Contractor, Caterer, Performer, Photographer, Rental Company

 Please see reference manual at the campus Accounting and Financial Services website for additional information.

IF YOU NEED TO HIRE A: Contractor (If not in below categories)

DOCUMENTS NEEDED:

PROCESS:

  1. Please use the scope of work guidelines to assemble a detailed scope of work and then contact the supplier to discuss and confirm they can provide the work as requested. Then ask the supplier to provide you with a corresponding quote. This is required to ensure that we are aware of all costs and to confirm exactly what we are paying for and what is being provided.
  2. Campus accounting requires a completed W-9 to be on file for any supplier that has a U.S. presence AND will be providing a service to the University. Please check in with the business office to confirm if a W-9 is on file for your proposed supplier. If one is required, please request it from the supplier. The supplier must complete its own W-9. It shouldn't be completed by the requestor.
  3. The supplies insurance certificate must be on file in the Procurement and Contracting Services Department before work commences. A Certificate of Insurance is a document issued by insurance carriers as evidence of insurance coverage. Failure of the supplier to provide an insurance certificate, upon request, will result in significant delays in processing purchase orders. Here are specific details on insurance requirements.
  4. Using the scope of work and quote, submit a fully completed and signed Independent Contractor (Individual) Pre-Hire Information Form. This is a requirement if we are contracting with an individual or a company owned and operated by an individual.
  5. When the above steps are complete, submit a HIP online purchase request and attach all supporting documents to your request so that the front office can begin review. This will ensure we keep track of your request. The business office will review documents for compliance and completeness (i.e. every question answered, all signatures secured, etc.). If there are any missing items, the business office will request that your provide them and will take no further action on the request until they are received. The business office will then prepare and submit a purchase requisition with all supporting documents.
  6. Once the purchase requisition is routed to Purchasing, we will wait for Purchasing to issue a Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.
  7.  Purchasing will communicate directly with the supplierand then issue a Purchase Order directly yo the supplier. Once the business office receives confirmation of an issued Purchase Order, the business office will notify the requestor that all is in place.
  8. The business office component is now complete.
  9. The requestor will then communicate directly with the supplier.
  10. Payments to the supplierwill be via invoice. All invoices should be signed by the requestor to confirm receipt of services and then forwarded to the business office for review and processing. The requestor will notify the business office in writing that the business office can proceed with processing payment to the supplier. If there are any additional expenses or items on the invoice that deviate from what the Purchase Order included as line items, the Purchase Order will need to be officially amended prior to being able to pay the supplier, The business office will submit a request for an amendment to the Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.

IF YOU NEED TO HIRE A: Caterer (Use this process only if the caterer wants a signature.)

DOCUMENTS NEEDED:

PROCESS:

  1. "Is the proposed contractor a current or previous employee (within the last 2 years) or related to a University employee (any UC location)?" As disclosing potential conflict of interest is mandatory, please answer the above question and include it in your online purchase request in the "Purpose/Notes" section.
  2. Please contact the supplier and request a written quote. This is required to ensure we are aware of all costs and to confirm exactly what we are paying for. Please consider using University Catering, as it will greatly speed up this process. You may also use a supplierfrom the pre-approved catered list here.
  3. When the above steps are complete, submit a HIP online purchase request and attach all supporting documents to your request so that the front office can begin review. This will ensure we keep track of your request. The business office will review documents for compliance and completeness (i.e. every question answered, all signatures secured, etc.).
  4. The business office will communicate with the central Purchasing office if there appear to be any contractual terms that are presented by the supplier, i.e. quotes that include terms and/or conditions, etc. The central Purchasing office is the only office that can sign off on terms and conditions on behalf of UC Davis. If the documents require a signature, the business office will submit a Purchase Agreement request. The central Purchasing office will review the request and directly provide the supplier with signed documents to confirm the agreement.
  5. Once steps 4 and 5 are complete, the business office will notify the requestor that approvals are complete and in place.
  6. The business office component is now complete.
  7. The requestor will them communicate directly with the supplier. Payments to the supplier will be via the requestor's corporate card.

IF YOU NEED TO HIRE A: Performer

DOCUMENTS NEEDED:

PROCESS:

  1. Please use the scope of work guidelines to assemble a detailed scope of work and then contact the supplier to discuss and confirm they can provide the work as requested. Then ask the supplier to provide you with a corresponding quote. This is required to ensure we are aware of all costs and to confirm exactly what we are paying for and what is being provided.
  2. Campus Accounting requires a completed W-9 to be on file for any supplier that has a U.S. presence AND will be providing a service to the University. Please check in with the business office to confirm if a W-9 is on file for your proposed supplier. If one is required, please request it from the supplier. The supplier must complete its own W-9. It shouldn't be completed by the requestor.
  3. Using the scope of work and quote, requestor completes the Performance Agreement and sends it to the Performer. The Performer should then sign the agreement as presented. No changes allowed.
  4. Please also submit a fully completed and signed Independent Contractor (Individual) Pre-Hire Information form. This is a requirement if we are contracting with an individual or a company owned and operated by an individual.
  5. When the above steps are complete, submit a HIP online purchase request and attach all supporting documents to your request so that the front office can begin review. This will ensure we keep track of your request. The business office will review documents for compliance and completeness (i.e. every question answered, all signatures secured, etc.). If there are any missing items, the business office will request that you provide them and take no further action on the request until they are received. The business office will then prepare and submit a purchase requisition with all supporting documents. Once the purchase requisition is routed to Purchasing, we will wait for Purchasing to confirm we can proceed. We have no control over this process once it leaves our office. This could take several weeks.
  6. The business office component is now complete.
  7. The requestor will then communicate directly with the supplier.
  8. Payments to the supplier will be via invoice. All invoices should be signed by the requestor to confirm receipt of services and then forwarded to the business office for review and processing. The requestor will notify business office in writing that the business office can proceed with processing payment to the supplier. If there are any additional expenses or items on the invoice that deviate from what Purchasing approved or from what the Purchase Order included as line items, the change will need to be reviewed by Purchasing and/or the Purchase Order will need to be officially amended prior to being able to pay the supplier. The business office will submit a request for a review and/or amendment to the Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.

IF YOU NEED TO HIRE A: Photographer

 DOCUMENTS NEEDED:

PROCESS:

  1. Please use the scope of work guidelines to assemble a detailed scope of work and then contact the supplierto discuss and confirm they can provide the work as requested. Then ask the supplier to provide you with a corresponding quote. This is required to ensure that we are aware of all costs and to confirm exactly what we are paying for and what is being provided. Consider using a supplier from the University's preapproved roster. These suppliers have been vetted, have had their insurance policies verified, and are familiar with UC Davis branding and marketing standards. Using one of these suppliers  will greatly speed up the process.
  2. Campus accounting requires a completed W-9 to be on file for any supplier that has a U.S. presence AND will be providing a service to the University. Please check in with the business office to confirm if a W-9 is on file for your proposed supplier. If one is required, please request it from the supplier. The supplier must complete its own W-9. It shouldn't be completed by the requestor.
  3. Using the scope of work and quote, submit a fully completed and signed Independent Contractor (Individual) Pre-Hire Information form. This is a requirement if we are contracting with an individual or a company owned and operated by an individual.
  4. When the above steps are complete, submit a HIP online purchase request and attach all supporting documents to your request so that the front office can begin review. This will ensure we keep track of your request. The business office will review documents for compliance and completeness (i.e. every question answered, all signatures secured, etc.). If there are any missing items, the business office will request that you provide them and take no further action on the request until they are received. The business office will then prepare and submit a purchase requisition with all supporting documents.
  5. Once the purchase requisition is routed to Purchasing, we will wait for Purchasing to issue a Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.
  6. Purchasing will communicate directly with the supplier and then issue a Purchase Order directly to the supplier. Once the business office receives confirmation of an issued Purchase Order, the business office will notify the requestor that all is in place.
  7. The business office component is now complete.
  8. The requestor will then communicate directly with the supplier.
  9. Payments to the supplier will be via invoice. All invoices should be signed by the requestor to confirm receipt of services and then forwarded to the business office for review and processing. The requestor will notify the business office in writing that the business office can proceed with processing payment to the supplier. If there are any additional expenses or items on the invoice that deviate from what the Purchase Order included as line items, the Purchase Order will need to be officially amended prior to being able to pay the supplier. The business office will submit a request for an amendment to the Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.

IF YOU NEED TO HIRE A: Rental Company

DOCUMENTS NEEDED:

PROCESS:

  1. "Is the proposed contractor a current or previous employee (within the last 2 years) or related to a University employee (any UC location)?" As disclosing potential conflict of interest is mandatory, please answer the above question and include it in your online purchase request in the "Purpose/Notes" section.
  2. Please contact the supplier and request a written quote. This is required to ensure we are aware of all costs and to confirm exactly what we are paying for.
  3. Campus Accounting requires a completed W-9 to be on file for any supplier that has a U.S. presence AND will be providing a service to the University. Please check in with the business office to confirm if a W-9 is on file for your proposed supplier. If one is required, please request it from the supplier. The supplier must complete its own W-9. It shouldn't be completed by the requestor.
  4. When the above steps are complete, submit a HIP online purchase request and attach all supporting documents to your request so that the front office can begin review. This will ensure we keep track of your request. The business office will review documents for compliance and completeness (i.e. every question answered, all signatures secured, etc.). If there are any missing items, the business office will request that you provide them and take no further action until they are received. The business office will then submit a purchase requisition and all supporting documents to the central Purchasing office for review and approval.
  5. Once the purchase requisition is routed to Purchasing, we will wait for Purchasing to issue a Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.
  6. Purchasing will communicate directly with the supplier and then issue a Purchase Order directly to the supplier. Once the business office receives confirmation of an issued Purchase Order, the business office will notify the requestor that all is in place.
  7. The business office component is now complete.
  8. The requestor will then communicate directly with the supplier.
  9. Payments to the supplier will be via invoice. All invoices should be signed by the requestor to confirm receipt of services and then forwarded to the business office for review and processing. The requestor will notify the business office in writing that the business office can proceed with processing payment to the supplier. If there are any additional expenses or items on the invoice that deviate from what the Purchase Order included as line items, the Purchase Order will need to be officially amended prior to being able to pay the supplier. The business office will submit a request for an amendment to the Purchase Order. We have no control over this process once it leaves our office. This could take several weeks.