Supplier Information

Thank you for your interest in doing business with The University of West Georgia. UWG is an Equal Opportunity Employer. We seek to develop partnerships with our suppliers to benefit both UWG and our community.

  • Supplier agrees to be bound by the State of Georgia's contracting laws including, specifically, O.C.G.A 50-5-64.1.
  • As a State Entity, we are bound by law to uphold the procurement rules and regulations set forth in the Georgia Procurement Manual as well as the Board of Regents, Business Procedure Manual and the Official Codes of Georgia, OCGA.
  • The first step in becoming a successful supplier with the State of Georgia is properly registering your company in the Team Georgia Marketplace registration system.
  • We also recommend that Suppliers take advantage of the Online Training Opportunities supplied by The Department of Administrative Services.
  • Once registered, the Supplier will have access to the State of Georgia web based bid posting site. The Georgia Procurement Registry (GPR), which publicizes government contract opportunities (RFQ / RFI / RFQC / RFP opportunities). This system provides the option to look up opportunities by agency or by keyword.
  • All of the links and detailed information can be found on the Department of Administrative Services Website.
  • The Team Georgia Marketplace registration process is free of charge Suppliers.
  • The Team Georgia Marketplace help desk is dedicated to assisting suppliers with questions during registration:

DOAS Contact Info

Phone: 404-657-6000
Email: procurementhelp@doas.ga.gov

E-Verify

What is E-Verify? (E-Verify or Immigration Affidavit)

E-Verify is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility. The Immigration Affidavit, sometimes referred to as an E-Verify Affidavit, is a form required as specified below. E-Verify registration can be completed at the Federal Government E-Verify Website.

Under what circumstances is an E-Verify affidavit needed?

Effective September 16, 2013 an immigration or E-Verify affidavit is required for all transactions when any labor or services ("the physical performance of services") greater than $2,499.99 are procured or contracted. The affidavit must be obtained prior to the service being contracted for or procured, except in the case of emergency repairs or services. A contract can be a formal written agreement, an order form, a purchase order, or a verbal contract for services. The Immigration / E-Verify affidavit requirement applies to contractors as well as any subcontractors the contractor may use.

What is the definition of the "physical performance of services"?

The Georgia Security and Immigration Compliance Act (O.C.G.A. 13-10-91) broadly defines the physical performance of services as any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceeds $2,499.99.  Please review the List of Common Services & Purchases (XLSX)* for more specific examples. If you have additional questions about this topic please contact the Purchasing Services Staff.

*Please note that this list is not all inclusive and there may be services that are not on this list.

How often do we need to get the affidavits? If the vendor is performing multiple jobs on campus will an affidavit be needed for each job?

An Immigration / E-Verify affidavit is required for every contract, job, and/or purchase order when labor or services greater than $2,499.99 are procured.

Where can I find the E-Verify affidavit form?

Is the E-Verify number different than the Tax Identification Number?

Yes, a Tax Identification Number (9 numerical digits in length) is a number assigned by the Internal Revenue Service or Social Security Administration and is used for tax purposes. An E-Verify number (5 to 7 numerical digits in length) is a number assigned by the Department of Homeland Security and is used to verify employee eligibility, and contains no letters or dashes.

If I get an E-Verify affidavit, where do I send it?

If a requisition has been created in ePro you may attach the E-Verify affidavit to the requisition or email it to Procurement Services: uwgpurchasing@westga.edu.

If a vendor has no employees, do they need to fill out this affidavit?

O.C.G.A. 13-10-91 allows for contractors to submit a driver's license in lieu of the affidavit if they have no employees. Please note that the driver's license must be issued by a state within the United States that verifies lawful immigration status prior to issuing the driver's license (Georgia drivers license are therefore acceptable). States that verify immigration status prior to the issuance of a driver's license (PDF)

Does the E-Verify requirement apply to work performed in a foreign country or foreign groups / individuals who do not have any employees that are U.S. citizens?

No. The E-Verify requirement does not apply to work being performed outside of the United States or to foreign individuals/groups with no employees that are United States citizens who will be performing services for or at the University of West Georgia. 

*Professional Services are limited to those services defined by the statute as a "profession" or "professional service".  For example, the following services are statutorily defined as "professions" or "professional services": certified public accountancy, actuarial services, architecture, landscape architecture, registered interior designers, licensed or accredited 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. This also applies to guest speakers or artist that perform at the University of West Georgia. 

Check Request Policy

Purchases of $2.500.00 and above that involve the performance of labor of services should be made via ePro requisition.

Emergency Purchases

In the case of an emergency where services must be contracted for immediately, or where equipment repair involving labor was originally estimated under $2,499.99 but actually exceeded $2,499.99, the department may proceed without Procurement approval; however, the emergency or equipment repair must be reported by email to uwgpurchasing@westga.edu  on the next business day.  Additionally, the department will be responsible for obtaining a signed and notarized E-Verify affidavit from the vendor and submit it via email to uwgpurchasing@westga.edu  no later than 3 business days after contracting for the services. The emails should include the following information:

  • Subject Line: Emergency Service from (insert vendor's name)
  • Type of Action:  Emergency or Equipment Repair
  • Name of Vendor
  • Vendor Address including street, city, state, zip code
  • Date of service request issued to vendor
  • Vendor's 5-7 digit E-Verify number
  • The total dollar amount of the emergency or equipment repair request
  • Details surrounding the emergency or equipment repair

The department should not submit the invoice via check request procedures for payment until after the E-Verify affidavit has been obtained from the vendor. Attach to the check request: the E-Verify affidavit, the quotation from the vendor (if available) and the string of emails from Purchasing Services Staff showing that all reporting requirements were met.