Catholic University Style Guide
Services such as advertising, photography, creative services, publicity, etc., and their respective forms, are listed in the Marketing and Communications’ website. An approved form/approval from the Office of Marketing and Communications is needed to process your requisition for Purchase Order for these types of services.
The Office of Marketing and Communications has recently published the Catholic University Style Guide. These documents (a guide to visual identity standards and a text style guide) will serve as the official guides for the entire Catholic University community for all print and digital media.
Catholic University Technology Storefront
The University provides faculty and staff who need a computer to perform their work with a standard Microsoft Windows desktop system via departmental purchase. Technology Services configures each system with a standard set of software and installs the computer in the work space. The departments work with the Purchasing Department to obtain one or more networked Ricoh multifunction copier to do network printing in their office space.
Departments that need a new computer, extra desktop computer, a notebook computer or additional printer may purchase it with departmental funds, within the guidelines of the university Purchasing Standardization Policy.The current standard models that may be purchased by departments is listed on our Storefront page under University Fund Purchases. (Note: this page provides information about University department computer purchases, not personal use purchases.)
University credit cards or personal funds are NOT authorized for purchase of University computing equipment and related items.
The Technology Exception Form is used if the equipment you are required to purchase is not on the CUA Storefront. Exception requested could be due to upgrade configuration and/or a different brand is required. Attachments with this form includes the complete technical specifications of the technology hardware requested, vendor’s quotation which MUST include the 3-year warranty and a complete explanation as to the need for this technology hardware. Technology Services will review the specifications indicated in the quote and either deny or approve the justification provided for the purchase. All purchase for technology hardware MUST be via Catholic University’s Purchase Order, unless, a pre-approval was done for use of PCard.
Contracts / Agreements
No officer or member of the University community has the authority to sign contracts on behalf of the University, or any program, department or division of the University, unless you have been specifically granted signing authority by the President, Provost or Vice-President for Finance & Treasurer (Contract Approval and Signature Authority Policy). The University will only be bound by written contracts to which the University or a subunit is formally a party, that have been reviewed and approved in accordance with this policy, and that have been executed by University officials who have specific contract signature authority.
A vendor's acceptance of an University's Purchase Order is considered an acceptance of the University's Standard Terms and Conditions.
A payment request is an expedited disbursement via electronic transfer. Payment Request allows Catholic University to directly deposit invoice payments into the bank account the vendor or contractor specifies.
The Payment Request form is used for vendor or contractor payments via ACH, not paper check. It is also used for payments not requiring a Purchase Order or reimburse individuals who are not University faculty or staff but who have incurred University-approved expenses such as honorarium, guest lecturers or researchers.
Online Vendor RegistrationAll University vendors and contractors are required to complete and submit their company’s information through the Payment Works Registration page. Strategic Sourcing will then review, validate and approve or deny a vendor and provide the reason(s) if it is disapproved.
CUA Preferred Vendor List
The University has established set pricing and terms for certain vendors who provide goods and services frequently purchased within the University. The use of these vendors is preferred and can be identified through a preferred vendor listing. No bidding or sole source documentation is required if a preferred vendor is used.
Please use this Preferred Vendor List as a reference when looking for various services or goods.
If you have any questions about the preferred vendor list, please do not hesitate to contact Procurement Services or send an email to email@example.com
The University is a member of various procurement consortium partnerships that allow the University to take advantage of favorable negotiated contracts with suppliers. Since these contracts have already been through the competitive bidding process, vendors through consortium partners can serve as a source for procuring goods and services or for researching and comparing pricing for bids.
If you have any questions about the Consortium Partners or vendors on the Consortium Partner list, please do not hesitate to contact Procurement Services or send an email to firstname.lastname@example.org
Payments to Foreign Nationals
The Catholic University of America uses both domestic and international companies/individuals for vendor services. There are specific tax rules related to payments to international companies and individuals.
Work or Services Performed Outside the U.S.
- If the company/individual is physically located outside the USA and all services provided are performed outside the USA, then it is considered foreign source income for the company/individuals and is non-taxable.
- The vendor simply needs to complete the Non-US Vendor Certification Form (For Services performed Outside of the United States).
- Accounts Payable will hold completed Non-Vendor Certification Form. The vendor must complete a new form if any information changes.
Work or Services Performed Within the U.S.
If the international company/individual provides services for the Catholic University of America within the US there are reporting and possibly tax withholding requirements.
The vendor needs to complete the Foreign National Vendor Application for Services performed within the United States or Royalties paid from the United States to Foreign Entities. The vendor also needs to complete the appropriate Internal Revenue Service Form to claim the tax treaty benefit.
IRS Tax Forms in the W-8 Series (W-8Ben, W-8ECI, W-8IMY, W-8EXP) and Form 8233:
International vendors must submit a US withholding certificate (W-8 series of forms or 8233) with a Federal Employer Identification Number (FEIN), Individual Taxpayer Identification number (ITIN) or Social Security Number(SSN) in order to claim an exemption from or reduction in withholding.
Accounts Payable will hold all W-8 forms in a manner that is accessible for reference or audit.
Accounts Payable will make three copies of Forms 8233 received. Sign Form 8233 Part IV as Withholding Agent. Give one copy to the vendor; mail or fax one copy to the IRS within 5 days; keep the third copy for CUA records. Wait 10 calendar days after faxing or mailing copy to the IRS before making payment to ensure the IRS does not object to the Form 8233.
PCard offers the Catholic University community members greater business-purchasing flexibility and a more efficient and streamlined process for small dollar, low risk transactions. It is a Visa credit card that can be used for making business purchases under $2,500. The University's tax exempt numbers are displayed on the front of the PCard since most purchases made on the University's behalf are tax exempt.
The PCard Application must be completed online only where appropriate boxes are given for each section. Print out the online completed form and have it duly signed by the Manager or Supervisor of Staff receiving the PCard. Send the signed form to email@example.com
Thereafter, approved cardholders are required to attend the mandatory PCard Training with the PCard Manager to learn more about the proper usage, policies and procedures associated with the card. Cards are either distributed at the end of the session or available for pick-up on a later date.
All cardholders should thoroughly read, review and sign each section of the PCard/Corporate Card Program Cardholder Agreement as they are responsible for understanding and adhering to all enclosed policies and procedures with the PCard. The fully signed agreement must be sent to the Purchasing Department.
PCard Request for Cardinal Access Form
All PCard holders must have the access and authorization to use their department’s account. Complete the PCard Request for Cardinal Access Form and send it to firstname.lastname@example.org to proceed with the approval.
Project RequestsTo begin a project request please visit Facilities Maintenance and Operation's Facilities Request page.
Relocation Expense ReportPlease contact the office of Human Resources for more information on how to request a reimbursement for relocation expenses.
Requesting Travel Advance
Travel advance is defined as funds paid to an individual or entity for anticipated cash expenditures to be incurred on behalf of the University.
Catholic University faculties and staffs traveling on official university business are eligible for advances from a minimum of $200 up to a maximum of $2500 per month to cover reasonable out-of-pocket expenses (meals, fuel, etc.). Travel costs such as rental car, airfare and lodging should be charged to a P-Card whenever possible and not paid out of cash advances.
Click here for more information on how to pay for travel.
Service and Software Accessibility Standards
All services and software developed, purchased, upgraded, or renewed for the use of Catholic University will comply with all applicable University policies, Federal and State Laws and regulations including but not limited to the accessibility guidelines set forth by the following:
- Web Content Accessibility Guidelines 2.0 Level AA
- Section 508
- VPAT - Voluntary Product Accessibility Template
The Technology Services Software Installation Request Form is to be used to request Technology Services install software in a classroom/lab. Please be sure all information is entered correctly. In some cases, the vendor will need to be contacted to determine the answers to some questions. This information is essential for Technology Services to install your software in a timely and cost-effective manner.
- Software - Instructions that tell a computer what to do. Software is the entire set of programs, procedures, and routines associated with the operation of a computer system, including the operating system. Two main types of software are system software, which controls a computer's internal functioning, and application software, which directs the computer to execute commands that solve practical problems. A third category is network software, which coordinates communication between computers linked in a network.
- Off-the-shelf Software - Available for sale from a store, not specifically designed or custom-made.
- Click-through Software - A clickwrap agreement (also known as a "click-through" agreement or clickwrap license) is a common type of agreement often used in connection with software licenses. Such forms of agreement are mostly found on the Internet, as part of the installation process of many software packages, or in other circumstances where agreement is sought using electronic media.
- App - An abbreviation for application. An app is a piece of software. It can run on the Internet, on your computer, or on your phone or other electronic devices. The word "app" is a more modern usage, but this is really the same thing as a program.
- End User License Agreement (EULA) - A legal contract between a software application author or publisher and the user of that application. The EULA, often referred to as the "software license," is similar to a rental agreement; the user agrees to pay for the privilege of using the software and promises the software author or publisher that he or she will comply with all restrictions stated in the EULA. The user is asked to indicate they that "accept" the terms of the EULA by opening the shrink wrap on the application package, breaking the seal on the CD case, sending a card back to the software publisher, installing the application, executing a downloadable file, or by simply using the application. The user can refuse to enter into the agreement by returning the software product for a refund or clicking "I do not accept" when prompted to accept the EULA during an install.
- Saas - (Software as a Service) A program or service that is hosted in the cloud and not in the Catholic University’s Server that provides access to a centralized resource or service. Types include information systems, file storage solutions, standard compute and file management solutions.
- Subscriptions - (Electronic Resources) Any service that provides information, data, or services electronically. Examples include databases, data sets, file sharing, and GPS data.
Single / Sole Source Justification
Single Source is defined as a source selected specifically by the requisitioner due to the compatibility of equipment, replacement/spare parts, repairs, maintenance, modification of existing equipment, contractor requirement, or some other purpose even though other sources are available. Different vendors and contractors typically sell the same goods and services. The source was selected either under a previous requisition and/or provides continuity of service.
Sole Source is defined as the source selected when there are no other sources reasonably capable of providing the goods or services and procurement process may be difficult or impossible to do except for the one selected. Goods and/or services can only be purchased from this supplier or independent contractor, the source offers unique knowledge, experience or technical capabilities; the source demonstrates a unique capability, not otherwise available from another source or another reasonable basis, for selecting the recommended source for satisfying this requirement.
Travel / Entertainment Expense Report
Travel/entertainment reimbursements is defined as payments to individuals for reimbursement of expenses incurred while traveling on University-related business.
The Travel/Entertainment Expense Report form contains the details of your travel/entertainment and must be completed and signed.
Click here for more information on the Travel/Entertainment Expense Report.
Single Use Virtual Card ProgramThe Virtual Payables Program is Catholic University’s preferred payment method for suppliers providing goods and services to University. J.P. Morgan’s Single-Use Account (SUA) is an electronic payment solution that is fast, secure, and reliable, significantly reducing the time it takes to receive payment.
A supplier taking part in the program will receive payment in the form of a single-use virtual credit card with a credit limit matching the amount of the corresponding invoice. When a payment is processed, the supplier receives a notification from J. P. Morgan Chase with payment information, including the virtual card number. The supplier can then process the virtual credit card via their merchant terminal just as they would for a physical credit card number.