How do I? (FAQ)

  • 1. When do I use a service contract?
    Service Contracts are used when you purchase a service, not goods (items). Short form service contracts are used for yearly services < $10,000. Long form service contracts are used for yearly services > $10,000.

    Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage
  • 2. What is a short form and how do I use it?
    The short form contract is used for services with a total annual cost less than $10,000.

    Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage.
  • 3. What is a long form and how do I use it?
    The long form contract is used for services with a total annual cost greater than $10,000.

    Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage.
  • 4. How do I fill out a contract?
    AFTER JULY 1, 2015 paper contracts will no longer be accepted and all agreements must be processed through the new Service Agreements application in VandalWeb.  

    Contracts can be completed via the Service Agreements application in VandalWeb.  

    Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage.
  • 5. How do I process a vendor contract?
    AFTER JULY 1, 2015 paper contracts will no longer be accepted and all agreements must be processed through the new Service Agreements application in VandalWeb.  

    Vendor Contracts can be uploaded into the Service Agreements application by selecting  "Other Party's Agreement" and uploading the contract in Word or pdf. format.  

    Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage.
  • 6. How do I hire a service?
    Determine if it's an item we can Bid or Request for Proposal. Send to Purchasing Services.
  • Contractor Insurance Requirements
    Short Form Service Agreement Requirements:

    Contractor is an independent contractor and shall not be covered by University’s insurance. Contractor shall be responsible for determining what insurance is necessary in order to perform the work contracted for, and for procuring such insurance for itself, and shall procure all insurance required by law.


    Long Form Service Agreement Requirements


  • 7. How do I lease something?
    Discuss all leases with Purchasing Services prior to commitment.
  • How do I pay for services with no contract?
    After the fact payments for unauthorized services require the signature of the college/department Fiscal Officer and Dean/Department head.  Unauthorized services include the following:
    • Services performed without an approved and fully executed contract
    • Services performed where proper policies and procedures were not followed
    Contracts cannot be submitted for after the fact payments.  Instead, users should complete the After the fact payment request form and submit the form to Contracts and Purchasing Services for review and approval.