SERVICE VENDORS PROVIDING WORK OFF VILLANOVA PROPERTY
Service Companies providing work off campus provide their services completely off-campus, and either their services do not involve a physical product or the physical product is shipped via a common carrier (e.g. FedEx, USPS, UPS, etc.).
Service Vendors providing work off campus include, but are not limited to, travel agents, consultants, and those providing real estate services.
If University property will be transported or shipped to the Service Vendor, please contact the Insurance and Risk Management Department as there may be additional requirements.
If insurance is required of the Service Vendor, the Service Vendor is required to provide an insurance certificate evidencing the applicable insurance requirements prior to providing service to the University. If the Service Vendor is a new vendor to the University and insurance is required, the Service Vendor will upload the insurance certificate into PaymentWorks as part of the onboarding process.
INSURANCE REQUIREMENTS
Service Vendors who provide all services off campus and will be making deliveries via a common carrier (e.g. UPS, FedEx, USPS, etc.) are typically not required to provide evidence of insurance. However, if the Service Vendor provides Professional Services to Villanova off campus (e.g., consultants, massage therapists, real estate services, professional training, etc.), Service Vendor is required to carry the below applicable insurance and provide evidence via a certificate of insurance.
If University property will be transported or shipped to the Service Vendor off Campus, please contact the Insurance and Risk Management Department as there may be additional insurance requirements.
If the Service Vendor has access to Villanova Data, the insurance requirements for Vendors with Access to Villanova Data apply.
Insurance Requirements- Service Vendors off Campus Providing Professional Services
- Villanova University listed as the certificate holder (Villanova University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, Villanova, PA 19085)
- Professional Liability (Errors & Omissions): $1,000,000 each claim (This limit may change based on the scope of the work)
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet Villanova University’s standard insurance requirement limits. In those cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Service Vendor, as well as all subcontractors hired by the Service Vendor to provide services and/or products to Villanova University,
Villanova University listed as the certificate holder (Villanova University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, Villanova, PA 19085)
Villanova University named as additional insured
- Such insurance shall be primary and non-contributory to Villanova University's insurance
- General Liability: $3,000,000 each occurrence
The General Liability limit may be met via an Umbrella/ Excess Liability policy.
- Professional Liability (Errors & Omissions): $3,000,000 each claim
- Cyber Liability/ Network Security & Privacy Liability: $5,000,000 each claim
- The Cyber Liability/Network Security & Privacy Liability coverage can be satisfied by a stand-alone policy or via an endorsement to the Commercial General Liability or the Professional Liability/Technology Errors & Omissions policy. The Cyber Liability/Network Security & Privacy Liability coverage and its corresponding limits must be specifically evidenced on the Insurance Certificate.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet Villanova University’s standard insurance requirement limits. In these cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Travel Agent, as well as all subcontractors hired by the Travel Agent to provide services and/or products to Villanova University.
Payment Information
- Villanova University has partnered with PaymentWorks to handle all onboarding of all new Payees. PaymentWorks is a cloud-based software that is free of charge to our Payees. This software lets you enter all your information about your company or as an individual and allows this information to be reviewed quickly and efficiently by the University. This also helps reduce the risk of fraud for both the University and the Payee by ensuring information is accurate and verified as required. Updating your information is done quickly as you can request all updates through PaymentWorks as well. Payees will also be able to monitor their invoices and see exactly when their payments will be processed for payment. Once set-up in PaymentWorks, you will be able to link to other Universities and companies that already use this system for their vendor management.
- Payees must receive an invitation from Villanova University in order to become an approved Payee within our purchase order and payment system. This invitation must be initiated by a University Department. Please be sure to fill out your information in PaymentWorks correctly and accurately to avoid any delays in your onboarding process with Villanova University. Payees that require picking a Vendor Type Classification Code should refer to the Vendor Classification Guide to help you choose the correct information to provide in PaymentWorks. Choosing the correct Vendor type helps the University identify insurance requirements as well as other documentation that needs to be provided as part of your on-boarding process.
- Payees can find more information about PaymentWorks on the PaymentWorks website.
- Questions can be sent directly to Procurement or by contacting PaymentWorks.
- All vendors must follow the Invoice Processing Procedures to ensure timely payment.
- The University will not issue any purchase orders or release any payments to the vendor until these forms are received by the Procurement Office.
- All Vendor must comply with our Procurement Office Terms and Conditions.
- Questions regarding any of these forms can be directed to Procurement.
Please review Villanova's Updated Purchase Order Terms and Conditions (2017).
1099-MISC Pennsylvania Tax Information
Beginning January 1, 2018, the Pennsylvania Department of Revenue now requires that payments of Pennsylvania source non-employee compensation or business income to a non-resident individual or disregarded entity that has a non-resident member and is reported on a 1099-MISC, have withheld from such payments an amount equal to the tax rate specified at 72 P.S. § 7302 (which is currently 3.07%). Effective June 26, 2018, Villanova University will withhold and remit income tax from all payments made if the vendor meets the above stated requirements. A Form 1099-MISC will also be filed with the Pennsylvania Department of Revenue noting the full year’s Pennsylvania source non-employee compensation or business income earned and any tax withheld and remitted to the State.
More information about these changes can be found here. All questions regarding this tax should be addressed by your accountant, or you can contact the PA Department of Revenue.
1099-MISC/REV-1832
The 1099-MISC Withholding Exemption Certificate should be filled out if you are EXEMPT from Pennsylvania's 1099-MISC withholding. Once the form has been completed, please send it to procurement@villanova.edu.
Or mail to:
Villanova University
Procurement Office
789 E. Lancaster Ave.
Villanova, PA 19085
Villanova FEIN: 23-1352688
Notices
If any of your employees will be on Villanova campus and have direct contact with minors, you must ensure that the Reporting and Clearance Amendment is completed an on file at Villanova Procurement Office.
This company and its principles:
- Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from a covered transaction by any Federal Department or Agency.
- Have not within a three-year period preceding the effective date of this agreement convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining,attempting to obtain, or performing public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery,bribery, falsification or destruction of records, making false statements, or receiving stolen property.
- Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) herein; Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or Local) terminated for cause or default.
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