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A. Purpose

To establish uniform procedures for controlling access to participating departments and reducing interruptions by vendors as a result of sales calls and unscheduled visits. To eliminate "back-door" selling. To reduce the University's liability regarding safety violations.

B. Responsibilities

Buyers: Responsible for reviewing each vendor pass application and promptly informing the vendor of the approval or denial status. Will meet with each salesperson for those applications that were approved to explain the policies and procedures of the University. They will have each vendor sign and date the Acceptance/Release Form before issuing a vendor pass. Will instruct the vendor to apply for a temporary parking permit should their application be approved.

Participating Departments: Will be asked to request that all salesperson acquire a vendor pass from the Purchasing Department before visiting the department. Salespersons can conduct their business upon receiving departmental approval during their initial visit but will be instructed to visit the Purchasing Department for a vendor pass application before their next visit.

Vendors: Will be required to complete an application for the appropriate type of vendor pass. Will be required to sign a release stating that they understand the terms and conditions under which the pass is issued. Any abuse of this privilege will be grounds for cancellation of the pass as well as possible loss of future business. Will be responsible to renew their passes upon expiration. Will be responsible to apply for a temporary parking permit with Public Safety upon approval of pass.

Public Safety: Will issue a temporary parking permit to the vendor once they present their authorized vendor pass. Will be asked to assist in the removal of unwanted salespersons. This request may come from either a specific department or the Purchasing Department.

C. Policies/Procedures

All vendors wishing to visit participating departments for the purpose of soliciting business will be directed by the departments to the Purchasing Department to submit an application for the appropriate type of vendor pass. Passes will not be required by repair persons who have been summoned to work on existing equipment in a specific department.

There are three types of passes: 1. Certified Vendor passes issued for the current fiscal year that must be renewed annually; 2. Thirty-Day temporary, vendor cultivation passes, that will allow vendors to establish themselves and/or their product; and 3. One- Day passes that allow the vendor to conduct business that day while applying for one of the above passes.

Certified Vendor Passes: Term Contract vendors will be issued this type of pass. This pass will also be issued to those vendors where the buyer determines a need exists, even if a term contract does not exist, to cultivate a vendor. This pass must be renewed each fiscal year. Renewals will be indicated by entering the current fiscal year in the assigned circle.

30-Day Cultivation Passes: This pass will be issued to vendors the University is cultivating for new or future business. This type of pass may be issued more than once to a vendor in order that the cultivation process can be accomplished.

One Day Passes: This pass will be issued on the first visit by the vendor. It will allow the vendor to conduct business that day. This pass must be authorized by the buyer of the commodity that the vendor is representing. A vendor should not be issued a One Day pass more than once in a six month period. This pass will be issued for special occasions, demonstrations, etc.

Penalties: Vendors who do not wish to conform, or otherwise abuse any of the privileges granted by this policy will jeopardize future business with the University. See "Problem Vendors" policy for additional detail.

D. References

• Vendor Pass Application
• Problem Vendors Policy