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Employee-Supplier Relationships

Follow the guidelines on this page to identify and disclose an employee-supplier relationship.

Background

It is university policy to keep separate an employee's university and private interests and to safeguard the university and its employees from charges of favoritism in the acquisition of goods and services.

What is an employee-supplier relationship?

An employee-supplier relationship is a relationship in which:

  • An employee proposes to rent, sell, or provide goods or services to the university
  • An employee owns or controls more than 10% interest in the supplier who proposes to rent, sell or provide goods or services to the university
  • A former employee proposes to rent, sell, or provide goods or services to the university
  • A near relative or spouse of an employee currently provides, or is being proposed to provide, goods or services to the university
  • A near relative or spouse of an employee owns or controls more than 10% interest in the supplier who currently provides, or is being proposed to supply, goods or services to the university

What if an employee-supplier relationship exists?

If an employee-supplier relationship exists, it is the responsibility of the originating office to disclose it in advance to Integrated Procure-to-Pay Solutions for analysis. Please submit an iRequest and attach all of the following:

  1. Supplier’s Proposal or Quote
  2. Employee-Supplier Relationship Disclosure form signed by your department chair (PDF) (Word file)
  3. Independent Contractor Pre-Hire Form signed by your most senior HR representative (PDF) (Word file)

Note: IRS tax form (W-9, W-8BEN, W-8BENE) may be required.

Final Determination

After formal review, a final determination sheet will be forwarded to the requesting department in accordance with the policies listed below. 

Resources

Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/vendorrelationships

Notice: This is a summary of campus business services. In case of conflict in interpretation, the actual policies apply.