Frequently Asked Questions
These are some of the most common questions we get at the UCO. We hope you can find an answer to your question here, but if not, please don't hesitate to call (8-2528) or email our office.
When is UCO approval required?
How do I request UCO approval?
What is a "Click Through Agreement (CTA)"?
Some services are offered via the Internet. Usually, the vendor's website requires the Buyer to click an "I Accept" button that legally binds Carnegie Mellon to the vendor's terms and conditions. The UCO calls these types of terms and conditions "click-through agreements" or CTAs. The UCO cannot always negotiate revisions to click-through agreements, but the UCO does advise the Buyer about the risks and obligations they are agreeing to by using the vendor's service.
Before submitting a request for a CTA approval, please check the list of approved online services.
To submit a request for CTA review, please provide a link to the vendor's site or their terms and conditions, an explanation of the services, and the purpose for which the services will be used.
Please note: Software and CTA approvals are valid for one year from the date of approval.
Do I need approval to purchase goods online?
The vendor we want to use is already in Oracle. Do we still need UCO approval?
Vendors in Oracle do not always have active contracts in place. Please check with our office to see if a contract is necessary before engaging the vendor. If the vendor is an independent contractor, an updated ICC may be required as well.
We would like to hire a freelancer from an online service. What’s the procedure?
To help fight the funding of terrorism and money laundering activities, all institutions are required by Federal law to obtain, verify and record information that identifies any entity or individual with which Carnegie Mellon does business.
Before hiring a freelancer from an online service (such as freelancer.com Upwork.com, guru.com) a request listing the freelancer’s name (and address, if possible, or country of origin) must be sent to the UCO before the freelancer is engaged. so that the CMU Export Compliance Group can screen the individual. This process is to ensure that CMU is not engaging or paying individuals or entities which are on the restricted parties lists detailing individuals or entities which we are not permitted to engage with or be paid under U.S. law. CMU does this for every individual or entity engaged with from agreements to visitors to campus. Additional details regarding the restricted parties list may be viewed at https://www.bis.doc.gov/index.php/policy-guidance/lists-of-parties-of-concern/denied-persons-list/23-compliance-a-training/46-how-do-i-avoid-dealing-with-unauthorized-parties.
This process can be completed usually in one day if all the information is provided.
We are hosting a catered event. Do we need UCO approval? What about events at restaurants or other outside venues?
Please review UCO's Catering and Dining Information [pdf] document for guidelines for events held both on and off campus. For on-campus events, the general rule is that if a vendor is just dropping off food, a contract is not required. However, if they are remaining on campus to serve or perform other duties during the event, a contract is required. If you’re planning on serving alcohol, please review the University's policy on serving/consuming alcohol [pdf].
We need to purchase software. What should we do?
First check this list to see if the University has already licensed the software you want to purchase. If the software is not on the list, Buyers must submit any software's license or EULA (End User License Agreement) for UCO review. A review of a license or EULA must take place whether or not the software is being purchased or used as part of a free trial. Please email our office and include a link if available.
What about smartphone or tablet apps?
We’re hosting a speaker. Is a contract required? Or can we use an Honorarium?
Please review UCO's Honorarium Guidance [pdf] document for help determining whether an Honorarium can be used or if a contract is required. An editable Honorarium Form, can be found here [doc]. Submit a contract request to firstname.lastname@example.org.
Our department wants to hire an Independent Contractor. What should we do?
For more information, visit our Independent Contractor page.
We are working with a foreign company or individual. What forms do we need?
We’re ordering custom printed or engraved items. Do we need UCO approval?
Professional Memberships and Conferences
There is a Master Services Agreement for this vendor. Do we need to consult UCO before ordering?
If the vendor wants a signature on an invoice or quote, you need to send it to the UCO If a signature is not required, often a simple addition of language will suffice. Please contact us at email@example.com to see if UCO is review is required.
Can we charge a service to a PCard?
The UCO has no authority to grant permission to pay for a service or product with the PCard. Permission must come from the PCard Office. However, the PCard Office may question whether or not a contract or a review of terms and conditions is needed for payment of a service or product.
The vendor wants a signature on a quote or an invoice. Can I sign for it?
No. Buyers do not have authority to sign on behalf of the University. Any document from a vendor that requires a signature must come to our office.
The vendor requires a deposit or payment on the date of service. How do I pay them?
Where are CMU forms?
Certificates of Insurance: Carnegie Mellon Certificates of Insurance are issued by the Office of Risk Management, Diane Patterson, Senior Risk Management and Insurance Specialist, 412-268-4286
Tax Exemption Form: Pennsylvania Tax Exemption Forms are issued by the Taxation Office.