Frequently Asked Questions
What is the Federal Work Authorization User ID or E-Verify Company Identification Number on the affidavit?
This is the number issued by the E-Verify system to the vendor when they register.
What is the definition of a service?
Please see list of Types of Services. Please note that this list is not all inclusive and there may be many services not yet on this list. If you are in doubt, please contact Purchasing at firstname.lastname@example.org.
What is the Date of Authorization on the affidavit?
This is the date that the Federal Work Authorization or E-Verify number was issued.
If the vendor is performing multiple jobs on campus, what should they put in the field name of Project or State Solicitation/Contract No.?
Are faxed or scanned/emailed copies of the affidavit acceptable?
Yes, if the Notary has a seal. The seal must be visible.
If I get an E-Verify affidavit, where do I send it?
If you have gotten a completed affidavit and are sending an ePro special request or Services form to Purchasing for purchasing action then attach the affidavit to the special request of Service form. If you are sending an invoice to Accounts Payable for payment processing then attach the affidavit to the invoice.
If the work was contracted for prior to July 1, 2013 then do I need to obtain an affidavit?
If a change request/change order is submitted on a purchase order or contract for services which were originally contracted prior to July 1, 2013 that results in the value exceeding $2,499.99, is an affidavit required?
We have recurring monthly services payments to a vendor that are each less than $2,499.99 but are greater than $2,499.99 in total. Is an affidavit required for this vendor?
This example would be similar to having an annual contract since it involves repetitive payments; therefore, an affidavit should be obtained.
Does the requirement relate only to commercial vendors?
No. The only current exemptions are for professional or licensed services performed by an individual. Examples include physicians, accountants, real estate appraisers, opticians, dietitians, physical therapists etc. Other schools and agencies are not exempt from the requirement.
Are foreign companies exempt from this requirement?
If the work is being performed outside of the U.S. then they are exempt from the requirement. If the foreign company is using foreign workers and performing work within the U.S. then they are exempt. If they are using U.S. workers then an affidavit is required.
If a vendor has no employees, do they need to fill out the affidavit?
O.C.G.A. 13-10-91 allows contractors and employers to submit a driver’s license in lieu of the affidavit if they have no employees.
If I obtain an affidavit in November for services will I need to obtain another affidavit for services in January?
If the services during each occasion were $2,500 or greater and the services were not under a University contract then the answer is yes. If the University has an annual contract (ex. Bus Charter) then the Purchasing Office will obtain an affidavit to cover the entire period of the contract (i.e. fiscal year) and the department would not need to obtain an affidavit each time they ordered services.
What constitutes a “contract for services”?
A contract can be a formal written agreement, an order form, a purchase order, or a verbal contract or agreement to provide services. If in doubt, please contact email@example.com for guidance.
How long is an affidavit good for?
Generally, the affidavit is effective only for each period of the contract. In the case of a contract with one base year and four options then the University would obtain a new affidavit each renewal period. For individual contracts, a new affidavit is required each time.
If the cost of services is under $5,000 (current small dollar authority and purchasing card limits), can I continue to contract for services?
For services under $2,500 then yes. Departments will be restricted to service contracts under $2,500 regardless of payment method. Service contracts of $2,500 or greater should be routed via either Purchasing or Legal Affairs. All contracts of $2,500 or greater should be in writing.
For purchases of goods and services combined, how will I know the cost of the services?
Ask the vendor to break out the cost of the goods and the services separately when getting quotations. The requirement for an affidavit only applies to services of $2,500 or greater.
Who can I contact if I have a question that has not been addressed here?
Please contact firstname.lastname@example.org.
Last updated: 2/6/2014