UCSC Purchasing How to Determine Whether Goods or Services Can Be Purchased from a UC Employee

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How to Determine Whether Goods or Services Can Be Purchased from a UC Employee

Summary: Follow the steps on this page to determine whether it is allowable to purchase or rent goods or services from a UC employee.

Before you start the steps below, please review Hiring Employees or Their Near Relatives: UCSC Employee-Vendor Conflict of Interest Policy.

What requesting Unit must do:		How to do it:
1	Determine whether a proposed vendor is a UC employee.	You may rent or purchase goods or services from a University employee only if they have teaching or research responsibilities and only after the Business Contracts Manager has determined that the goods are not available either from commerical sources or from University facilities.
2	Determine whether the UC employee could be paid through the payroll system.	You may NEVER rent or purchase goods or services from UCSC employees unless they are teachers or researchers. See Appropriate Payment Methods for Employees previously paid as vendors (SB 1467). If the service to be provided by the UC employee is the same as or similar to the employee's normal job duties, the employee should be paid through the payroll system. Contact SHR for information on Additional Employment Processes. If the service to be provided by the UC employee is totally unrelated to the employee's normal job duties and the employee is a teacher or researcher, continue with Step 3.
3	Complete Part 1 of a UCSC Employee-Vendor Relationship Disclosure Form (MS Word).	Complete all fields as indicated. Give form to employee who is the proposed vendor with instructions to complete Part 2 and the certification.
What UC Employee* must do:		How to do it:
1	*Employee who is the proposed vendor completes Part 2 and the Employee Certification of the UCSC Employee-Vendor Relationship Disclosure Form.	Complete all fields as indicated. Sign form. Return the form to the unit.
What requesting Unit must do:		How to do it:
1	Seek approval to purchase goods or services from University employee.	Attach completed, signed Employee-Vendor Relationship Disclosure Form to CruzBuy form when placing order.

Last revised: January 10, 2008 (am)