In most cases, UCSD buys services from vendors outside the university. In cases where UCSD provides services, the outside buyer must sign a UCSD service agreement. UCSD does not recognize purchase orders from outside buyers.

What to do with incoming purchase orders

UCSD does not agree to terms and conditions on purchase orders (POs) from outside buyers. Instead, it creates a UCSD service agreement that gives the exclusive terms.

If you receive a PO from an outside buyer:

• Do not sign a PO, non-disclosure agreement, or confidential disclosure agreement, thereby accepting the terms and conditions contained in any of those documents. Follow the steps below to obtain an incoming service instead.
• You can use the PO numbers for invoicing purposes. If possible, acquire the PO number instead of the entire PO.

How to obtain an incoming service agreement

The Business Contracts Office in Procurement & Contracts has the authority to draft, negotiate, and execute incoming service agreements. To request one:

1. Complete these items:
   • Business Contract Service Agreement (Word file)
   • Business Contract Approval Checklist (Word file)
   • Statement of Economic Interests for Principal Investigators (Form 700-U) (PDF) if the cost of services is more than $1,000
   • A budget with Facilities and Administrative (F&A) charges (if your rates are not approved recharge rates and you do not have a waiver of overhead charges). The budget can be marked "internal purposes only" if appropriate, such as for fixed-price agreements.


2. Send all documents via e-mail to buscon@ucsd.edu. Business Contacts signs with electronic signatures and saves our files electronically. If you have a buyer who requires hard-copy signatures, contact us.

Avoiding problems

• Get prior review from Business Contracts before making a proposal to an outside buyer if:
  • You are asked to sign a non-disclosure agreement (NDA).
  • You know ahead of time that there are "government flow-through" terms or that a government sponsor is supporting the buyer's purchase of UCSD services.
  • You know that this is an award directly from the government (the government usually insists on using its own documents).
  • The buyer demands to use its own contract or purchase order.

• In some cases, UCSD is unable to accept incoming service agreements that provide proprietary information.
• UCSD can never accept work that is export controlled, classified or otherwise restricted from publication (even if you do not intend to publish), that discriminates against persons working on the project, or that requires any kind of screening or background checks.
• Make sure your rates are approved recharge rates. If not, you must include the other sponsored activity F&A rate or indirect cost (IDC) in your budget.

Exceptions to authority

These areas have the authority to execute certain incoming service agreements without going through Business Contracts:

• Associate Vice Chancellor, Extended Studies and Public Service (University Extension UNEX), for service agreements to implement approved programs and activities related to Extended Studies and Public Service
• Contracts and Grants Officer, Scripps Institution of Oceanography (SIO), for service agreements to implement approved programs and activities related to SIO
• Dean, School of Medicine, for service agreements to implement approved programs and activities related to the School of Medicine. The School of Medicine and the Medical Center also coordinate agreements for professional medical or patient care activities or clinical services.

For questions or more information, contact Steve Carter, (858) 534-4437.

For help with procedure, contact Shirley Boehm-Leech, (858) 534-8552, or buscon@ucsd.edu.