E-Verify Compliance

As a public employer, the University of Georgia is prohibited by state law from entering into a contract for services unless the contractor (otherwise known as “the vendor”, “the supplier”, etc.) registers and participates in the federal work authorization program known as E-verify.

UGA utilizes the E-verify Contractor Affidavit provided by the State of Georgia Department of Audits & Accounts to obtain the vendor’s compliance with these requirements. UGA must obtain a signed and notarized E-verify Contractor Affidavit prior to any UGA contract or transaction for services $2,500.00 and greater. (See “Special Circumstances or Exceptions” section below for different specific requirements.)

A new affidavit must be obtained for each transaction prior to any written or verbal agreement or contract for services, commitment of funds, or performance of services.

Procedure by Purchasing Method

Processing the E-verify Affidavit differs for each purchasing method.

• PCard: PCard users must obtain a signed and notarized E-verify Contractor Affidavit prior to any PCard transaction for services $2,500.00 or greater (unless listed in “Special Circumstances and Exceptions” below; see the UGA PCard Manual and Information for allowable PCard expenses). After the purchase, email a copy of the signed and notarized E-verify Contractor Affidavit to pcardadm@uga.edu and include the cardholder full name and the Works TXN (transaction number).
• Payment Request: Department users must attach the signed and notarized E-verify Contractor Affidavit to the payment request for services $2,500.00 or greater (unless listed in “Special Circumstances and Exceptions” below). Payment Requests policy.
• Requisition/Purchase Order: Procurement staff will reach out to the vendor to obtain the affidavit once a requisition is received and prior to issuing a Purchase Order. However, department users can help expedite this process by obtaining a signed and notarized affidavit from the contractor and attaching it to the draft requisition. If the department obtains the affidavit after the requisition is submitted, it can be attached entering a UGAmart comment on the requisition.

Special Circumstances and Exceptions

The following sections have been added to list the exceptions to the affidavit requirement or to clarify frequent purchase types..

• Services Provided by Individuals:
• A contractor with no employees and no intent to hire employees shall, in lieu of the affidavit, submit a copy of their state-issued driver’s license or identification card that is compliant with the Real ID Act. Click here for more information on driver’s license Real ID Act compliance.
• If an affidavit is listed as ‘not required’ in the following sections, a driver’s license or ID card are likewise not required.
• Foreign Groups or Individuals:
• An affidavit is not required from foreign groups or individuals performing services in a foreign country outside of the United States.
• An affidavit is not required from foreign groups performing services within the United States, if the group is otherwise authorized by law to perform within the United States (such as having appropriate visas), and have no employees that are United States citizens.
• Individual Licensed Professionals:
• An affidavit is not required if the contractor is entering into the contract in his or her individual capacity as a licensed professional who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing at the time of the services.
• Examples include the following services that are statutorily defined as ‘professions’ or ‘professional services’: certified public accountancy, actuarial services, architecture, landscape architecture, registered interior designers, licensed or accredited appraisers or licensed or accredited financial analysts providing opinions of value, licensed structural pest controllers, chiropractic, dentistry, professional engineering, podiatry, pharmacy, veterinary medicine, registered professional nursing, harbor piloting, land surveying, law, psychology, medicine and surgery, optometry, and osteopathy.
• However, an affidavit is required if the licensed professional contractor is instead entering into the contract on behalf of a corporation or other entity.
• However, an affidavit is required if the contractor is not licensed in the state Georgia.
• An affidavit is not required for clinical rotations where UGA students are directly supervised by professionals licensed by the state of Georgia.
• An affidavit is required for pesticide/herbicide spray in crop or land applications.
• State or Entity Contract Purchases
• An affidavit is not required for purchases made under an active State-wide Contract or UGA Entity Contract (otherwise known as “Agency” or “State Entity” contracts) because the affidavit is obtained during the contract process by the State Purchasing Division and UGA Procurement, respectively.
• An affidavit is required if the contracted services are not specifically covered by the State-wide or Entity contract.
• Hotel/Conference and Registrations:
• An affidavit is not required for hotel and conference space rentals, unless catering or audio/visual services of $2,500.00 or greater are included. (It is recommended that the quote shows separate costs for room rental and catering and A/V services.)
• An affidavit is not required for registrations, such as for conferences.
• Moving and Relocation Expenses
• An affidavit is not required for moving or relocation expenses if paid by the employee and later reimbursed by UGA.
• An affidavit is required for moving or relocation expenses if paid directly by UGA to the contractor.
• Teaching and Instructional Services
• An affidavit is required for teaching and instructional services.
• Speaker Fees
• An affidavit is not required for speaker fees.
• Utility Payments
• An affidavit is not required for payments for utilities (water, sewer, electricity, internet, etc.)
• Delivery Services
• An affidavit is not required for drop-off or delivery of goods, unless there are additional labor requirements beyond basic delivery.
• An affidavit is required for dead animal transport.
• Emergency Services
• An affidavit is required for emergency service purchases, though can be obtained after services have been contracted, given the circumstances of a true emergency. The department is responsible for obtaining the affidavit from the vendor and submitting it to Procurement within three (3) days after contracting the services.
• For additional guidance on specific circumstances, please contact Procurement.
• Subcontractors
• If subcontractors are used by the contractor, the ‘Subcontractor Affidavit’ and ‘Sub-subcontractor Affidavit’ will also be needed, which can be found on the State of Georgia Department of Audits & Accounts website.
• UGA Providing Services
• If UGA or a UGA department is providing services to an external entity, please request a signed affidavit from UGA Human Resources.

Click here for vendors that need to find their company ID number.

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