UCLA Terms and Conditions for Sales and Service Agreement

External Customer refers to a user (an entity or individual) whose transactions are not processed through the University’s accounting system. This includes non-profit organizations and for-profit entities and faculty, staff, students, and patients paying with personal funds.

A new UCLA Terms & Conditions for Sales and Service Agreement (formally Short Form Services Agreement) is coming soon with additional instruction on how to complete the online External Customer Pre-Screening Questionnaire form to satisfy Export Control restricted party screening due diligence and conflict of interests screening requirements.

If a new external customer is identified, please follow the below steps:

  • Step 1: Complete Form to Provide External Customer Information (Department)
  • The department is required to complete the form to provide the required external customer information.
  • Step 2: Perform Visual Compliance and Conflict of Interest (CoI) Screen (CFS)
  • 1. CFS will perform visual compliance as required by the Export Control office and COI screen as required by Policy 340

    2. If the external customer is identified as a restricted party and/or potential conflict of interest risk, CFS will notify the department’s Dean/Vice Chancellor/Vice Chancellor Designee
  • Step 3: Screen External Customers on D-U-N-S (Optional for Department)
  • It is recommended departments review if potential customers are active businesses and are financially stable One way is to screen commercial customers on Dun & Bradstreet D-U-N-S Number Lookup. Click here to download instruction on how to screen customers on D-U-N-S Number Lookup.

  • Step 4: Complete Agreement (Department)
  • Department to complete UCLA Terms & Conditions for Sales & Service Agreement.

  • Step 5: Route for Signatures (Faculty/Dean/External Customers)
  • The department is responsible to obtain all signatures required for agreement execution

    Final Signatures are required by 1) Faculty/Director, 2) Dean/Vice Chancellor/Vice Chancellor Designee, and 3) External Customer

    The Sales and Service office does not have authority to sign on behalf of UCLA

  • Step 6: Retain Documents (Department)
  • After the necessary signatures are obtained, it is the department's responsibility to provide a copy of the fully executed agreement to the external customer and retain the original agreement within the department.