Forms

Authorization

Departments are not authorized to sign contracts on behalf of the University. All Contracts for the purchase of goods or services must be reviewed and signed by Contracts and Purchasing Services.

Consulting and Independent Contractor Agreements must be reviewed and signed by Contracts and Purchasing Services.

Purchases of equipment, data processing software and equipment, and all contracts for consulting or professional services either in total or through time purchase or other financing agreements, between $1,000,000 and $1,999,999.99 require prior approval by the State Board of Education Executive Director. The Executive Director of the State Board of Education must be expressly advised when the recommended bid is other than the lowest qualified bid. Purchases exceeding $2,000,000 require prior approval of the full State Board of Education.

Affiliation Agreement Templates

These agreements should be utilized when students are seeking to complete their practicum at a location other than the University of Idaho. Please complete the template and send signed agreement to purchasing@uidaho.edu.

• Athletic Training Affiliation Agreement Template
• Clinical Experience Affiliation Agreement Template
• Student Teaching Affiliation Agreement Template

Facilities Use Agreement Template

A Facilities Use Agreement (FUA) is required when an outside party uses or "rents" University of Idaho buildings, rooms or spaces — typically for events. The agreement outlines the terms of use and ensures compliance with university policies.

To initiate a FUA:

• Complete the Facilities Use Agreement template.
• Attach any required rides or addenda.
• Return the signed agreement to purchasing@uiaho.edu for countersignature. 

Helpful Resources:

• Staff Instructions for Issuing a FUA
• Permittee Instructions
• Sibling Liability Agreement Addendum - For use with Idaho State Agencies

After the Fact Payment Request

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.

Contractor vs. Employee form and IRS 20 Point Checklist for Independent Contractors

• The Contractor vs. Employee form should be used prior to completing a contract to determine if an individual is correctly classified as an Independent Contractor or an Employee.
• For more information on contractor vs. employee status please visit the How To Pay website.

Competitive Solicitation and Sourcing Requests

Sourcing Request Form in JAGGAER

All competitive solicitations — including Bid Waivers, Requests for Quotes (RFQs), Requests for Bids (RFBs) and Requests for Proposals (RFPs) — must be initiated using the Sourcing Request Form in the JAGGAER eProcurement system. This centralized form helps Purchasing Services determine the appropriate sourcing method and ensures compliance with University policy and Idaho procurement requirements.

Bid Waiver Request (Formerly Sole Source)

Competitive bidding is required for all purchases over $10,000 unless a Bid Waiver (exemption from competitive bidding) is granted by the Director of Contracts and Purchasing Services. Bid Waivers are only considered in accordance with APM 60.13.

To request a waiver, submit the justification and all supporting documentation using the Sourcing Request Form in JAGGAER.

Purchase Orders Under $10,000

Purchases under $10,000 do not require competition and may be completed using a Purchase Order (PO) in JAGGAER.

• Use of a Purchasing Card (PCard) is allowed for transactions up to $5,000.
• For orders between $5,000 and $9,999.99, a PO in JAGGAER is required.

Request for Quotes (RFQ) and Bids (RFB)

For purchases over $10,000 requiring competitive pricing based on well-defined specifications:

• RFQs and RFBs are managed by Purchasing Services.

• RFBs involve sealed bids and a formal public bid opening.

Refer to APM 60.10 and 60.11 for additional information.

Request for Proposals (RFP)

RFPs are used when evaluating factors beyond price (e.g., experience, technical solution, timeline). The requestor provides technical input, and Purchasing Services manages the solicitation.

Refer to APM 60.12 for additional information.