Inclusive Postsecondary Education (IPSE) Grant Program

Inclusive Postsecondary Education (IPSE) Grant Program is sponsored by Georgia Council on Developmental Disabilities. The Inclusive Postsecondary Education (IPSE) Grant Program provides financial assistance to students with intellectual disabilities enrolled in approved programs at Georgia's universities and technical colleges.

E-Verify – Business Services - Georgia Southern University E-Verify, as explained below, is now a requirement for all institutions within the University System of Georgia. This information is provided to help campus users understand the requirement and their responsibilities for complying with this state law in daily operations. Georgia Southern’s E-Verify company ID number is 52820 and the admission date is September 5, 2007.

U.S. law requires companies to employ only individuals who may legally work in the United States—either U.S. citizens or foreign citizens with the necessary authorization. E-Verify is an internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. The system is administered by the U.S. Citizenship and Immigration Services under the Department of Homeland Security.

For more information on the E-Verify system, visit http://www. dhs. gov/e-verify .

Effective July 1, 2013, Georgia law O. C. G.

A. Section 13-10-90 was amended by Senate Bill 160 to require vendors and other entities that provide services to state agencies (including Georgia Southern University) valued at $2,500 or greater to provide an E-Verify affidavit before the service can be contracted or procured. This requirement also extends to all subcontractors.

Physical performance of services Defined as: “Performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499. 99. ” A contract may include a formal written agreement, an order form, a purchase order, or even a verbal agreement.

If in doubt, contact purchasing@georgiasouthern. edu for guidance. Effective immediately, all contracts or service requests of $2,500 or greater must be in writing, regardless of the method of payment.

A listing of the types of services that require an E-Verify affidavit can be found below. This requirement is not limited to commercial vendors. An E-Verify affidavit is required from: Other schools, colleges, universities, and state agencies Vendors outside the State of Georgia Vendors or companies with no employees may provide a copy of their driver’s license in lieu of the affidavit.

Please see the FAQs section below for answers to common questions. An example of the affidavit form can be found at Contract Affidavit . Responsible for obtaining the required affidavit before entering into a contract or creating a special request requisition.

The completed affidavit must be attached to the requisition. Note: Purchase Orders (POs) will not be completed or dispatched until the department provides the E-Verify affidavit. Facilities (Physical Plant) As part of their bid process, Facilities is responsible for obtaining the required affidavits for facility-related contracts under their purview.

Procurement obtains required affidavits as part of the solicitation process.

Alterations and embroidery Athletic game day staff (ticket takers, parking attendants, etc.) Audio-visual installations (service portion only) Architectural and engineering Background and credit checks Catering events (outside vendors; not University Catering) Chemical laboratory services Composition of an original work of art Copier maintenance (GS-owned or leased copiers) Employment agency and search firm services Fire alarm/hood system maintenance and testing Firework display services Hazardous material services (including biomedical waste removal) Hotel and conference rentals that include catering and/or AV services (recommended: separate costs for room vs catering/AV) Intergovernmental agreements (if for services less than $2,500) Lawn care, landscaping, grounds maintenance (includes overseeding and pond maintenance) Laundry and linen cleaning (see also Uniform Rental) Mailing services (including mail presort) Management services (e.g., bookstore management, project management) Parking services/maintenance (including striping and pressure washing) Per diems of $2,500 or above (submit contract to Legal) Pest control (including termite inspection) Piano and instrument tuning services Pine straw (only the cost to spread; not the pine straw itself) Repairs to equipment that involve billable labor (recommended: separate labor and parts in quote) Sanitizing and disinfecting services Speakers (recommend consulting Legal Affairs in advance) Stipends of $2,500 or greater Teaching and instructional services (includes workshop instructors) Testing and calibration services Uniform rental (if it includes laundering/pressing) Copier leases (no maintenance or maintenance totaling less than $2,500) Freight charges associated with purchase of goods Furniture installation (when the furniture price includes delivery and installation) Hotel and conference rentals without catering/AV services, or with catering/AV services totaling less than $2,500 Printing services (note: if design services are included and the design totals $2,500 or greater, obtain affidavit for the design portion) Registrations (e.g., conferences) Software maintenance and installation 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 purchasing@georgiasouther. edu.

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 attach the affidavit to the special request requisition. 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 purchasing@georgiasouthern.

edu 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 purchasing@georgiasouthern.

edu.