A No-Cost agreement requires the signing by a supplier of an agreement committing the university to specific terms and conditions.
The KFS Purchase Agreement document is used to request the establishment of the agreement, with the required documentation and approvals electronically attached as indicated below.
Payment types vary, based on the type of agreement.
- In general, those related to travel or entertainment are to be paid on the UC Davis Travel Card.
- Those transactions not related to travel or entertainment are generally processed on a KFS Requisition. The payment is then made on a KFS Payment Request document, processed by the centralized Accounts Payable Invoicing Service (APIS) team against the approved KFS Purchase Order.
Types of No-Cost Agreements:
- Catering Agreements
- Equipment Loan Agreements
- Facility/Land Use Agreements
- Lodging/Hotel Agreements
- Miscellaneous
- Non-Disclosure Agreements (unrelated to research)
- Online Subscription Agreements
- Training
Catering Agreements
The Catering Agreements option on the KFS Purchase Agreement document is only used for catering that cannot be fulfilled by the the campus catering service, Olive & Vine.
- Catering requests are to go to Olive & Vine in accordance with the Covered Service policy. An exception is for catering requests including alcohol beverage service, as Olive & Vine does not provide this service).
Required information/documentation to be attached to your KFS document:
- A note indicating the reason why Olive & Vine cannot be used (in addition, a Carve-Out Request form must also be completed).
- Supplier's Agreement (Review of Terms and Conditions)
- Risk Management Approval of insurance limit requirements
- Supplier's Certificate of Insurance naming UC as additionally insured
- Complete Supplier information (point of contact, address, email/secondary email); department should communicate with supplier prior to submitting request.
Equipment Loan Agreements
Departments receiving equipment at no cost from an outside company are encouraged to complete and sign the delegated Equipment Loan Agreement Form (available on the Procurement Forms page).
If any changes to the delegated Equipment Loan Agreement Form are being requested by the supplier, the form must be reviewed, approved, and signed by the Business & Revenue Contracts staff.
If a campus department is loaning equipment to another non-UC institution, Business & Revenue Contracts can draft an agreement specific to the arrangement.
Required information/documentation to be attached to your KFS document:
- University Equipment Loan Agreement form signed by the supplier
- Supplier's Equipment Loan Agreement (If they refuse to utilize our agreement)
Facility/Land Use Agreements (Less than one Year)
Land use and facility use agreements/permits are for non-exclusive use of and generic access to non-university land or facilities for a period of less than one year. Select the appropriate type of Facility Use Agreement when processing your purchase agreement in KFS, either Facility Use Agreement 30 days or less, or Facility Use Agreement over 30 days. Most facility agreements for 30 days or less are agreements in which the university/department wishes to utilize supplier's space to host events. Off-site storage rentals of less than a year also fall under this designation.
Please allow 2–4 weeks for processing.
Required information/documentation to be attached to your KFS document:
- Supplier’s land use/facility agreement.
- Supporting documentation for use of facility/land use.
- UC Certificate of Insurance naming supplier additionally insured *if required*.
- UC Davis Risk Management Services Approval (can be electronically attached to KFS document).
- Complete Supplier information (point of contact, address, email/secondary email); department should acquire this information from the supplier prior to submitting request.
Contact the UC Davis Real Estate Services Office:
- if processing a Facility/Land Use Agreement for a year or longer
- for any transactions involving UC Davis property
- for modification requests to land or property
Lodging/Hotel Agreements
Some hotels may require the university to sign an agreement agreeing to their terms before we can use their facility for lodging.
Required information/documentation to be attached to your KFS document:
- Supplier Agreement (Review of Terms and Conditions)
- UC Certificate of Insurance naming supplier additionally insured *if required*.
- UC Davis Risk Management Services Approval (can be electronically attached to KFS document).
- Complete Supplier information (point of contact, address, email/secondary email); department should acquire this information from the supplier prior to submitting request.
Miscellaneous
“Miscellaneous” includes those non-research agreements that require an authorized university signature. Examples include agreements under which the university will have the right to use websites for book sales and rentals, applications for licenses, applications for shipment to embargoed countries, and Memorandums of Understanding (MOUs).
Required information/documentation to be attached to your KFS document:
- Supplier Provided Agreements
- Any supporting documentation
- Document provided is partially-executed (signed by one party)
Non-Disclosure Agreements
Such agreements are requested when a company wants UC Davis to perform services (or vice versa) but needs to be able to:
- discuss a potential project in detail prior to committing to work, and
- ensure that any confidential or proprietary information disclosed will not be shared with any other party.
Such agreements are not necessary if work is commencing and the other party only wants to ensure confidentiality—our standard services agreement contains detailed confidentiality obligations. When submitting a request for a non-disclosure or confidentiality agreement, please include a statement explaining the type of service or description of the project the agreement is to cover.
Note: Non-disclosure or confidentiality agreements pertaining to the purchase of a commodity are processed by Procurement & Contracting Services; those relating to research projects are processed by Sponsored Programs.
Required information/documentation to be attached to your KFS document:
- Non-disclosure agreement (NDA) provided by the supplier.
- EXACT information to be exchanged between the parties and the subject matter.
- Term (How long; specific start and end dates).
- Is the NDA in connection with an existing services agreement, or is it a new service agreement?
Online Subscription Agreements:
Online subscriptions include those for academic informational database access. Most suppliers require the acceptance of terms and conditions by the university prior to service delivery.
These agreements are to be processed via the KFS Purchase Agreement (PA) document in KFS, and electronically attached to the PA.
AFTER the PA document has been APPROVED by a member of the Procurement & Contracting Services team, payments should be processed on the Procurement Card.
Training Agreements (Internships):
These types of agreements are for:
- UC Davis students and staff to study elsewhere (non-UC Davis institution), or
- Non-university individuals to study at UC Davis
Required information/documentation to be attached to your KFS document:
- Program details of internship (outline the specific roles/responsibilities of all parties)
- Objectives that are clearly identified and outlined
- Supplier-provided internship agreement (if none, Business & Revenue Contracts will create an agreement)
- Complete scope of work.