Academic Support Services Orders and Agreements

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Policy Number:
UW-3069
Old Policy Number:
PPP 33
Responsible Office:
Purchasing Services, Division of Business Services

University Policy

Policy:

  1. Policy Statement

    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 services – Contact agent
    • Contract exists (UW, UW System, or DOA) — Contact agent
    • Employee interchange
    • Internal services done by another UW department or state agency
    • IT services — Contact agent
    • Maintenance for equipment – Contact agent
    • Regrant – see Research and Sponsored Program’s website
    • Software license agreements— Contact agent
    • Speaker or Entertainer –see UW-3067 Entertainers/Speakers/Instructors and Consultants Contracts
    • 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 UW-3067 Entertainers/Speakers/Instructors and Consultants Contracts.

Procedure:

  1. Procedures

    1. Best Judgement Purchases $5,000 Or Less:

      1. See UW-3042 Best Judgement Purchases ($5000 or less).
      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. 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.
      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 UW-3067 Entertainers/Speakers/Instructors and Consultants Contracts.
      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.

    2. Transactions for More Than $5,000:

      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 a delegate with Chapter 36 signature authority.
      2. The Department should visit the following website to complete an assessment of the services needed using the Service Contracting Wizard. If the results of the assessment determine that the department requires Purchasing Services’ review, the department must attach a Purchases for Services Justification form and Contract Details Form to a requisition which must be sent to the Dean’s/Divisional office for review and signature. The Contract Details Form must be routed via e-mailed to your Dean’s office. If appropriate, the purchasing agent will prepare an ASSA based on the information provided.
      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.
      4. If the agreement is in excess of $25,000, no matter what the funding, a “Fair Price Analysis” must be included.
      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. 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 UW-3042 above.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Guidance for Contracting External Services on Sponsored Projects

IPP 31 – Academic Support Services Orders and Agreements

External References:

Policy Administration

Approval Authority:
Assistant Vice Chancellor & Controller
Policy Manager:
Director of Purchasing Services
Contact:
Purchasing Services -- Purchasing Services, purch@bussvc.wisc.edu, (608) 262-1526
Effective Date:
04-08-2014
Retrieved:
04-25-2024 04:42:16