On June 1, 2016, The University of Alabama System implemented a policy requiring a vendor disclosure form for all contracts that exceed $15,000. This additional step was initiated in an effort to minimize the potential impact of conflicts of interest on institutional contracts executed in the name of the Board. Effective October 23, 2017, to comply with Section 41-16-82, Code of Alabama 1975 that requires the disclosure statement to be completed, The University of Alabama System is changing the minimum from $15,000 to $5,000.

A new Vendor Disclosure Form must be completed by vendors entering into agreements that are to be executed in the name of the Board, such as proposals, bids, quotes, contracts for goods and services and consulting/professional services agreements. The form will allow a determination to be made regarding any potential conflict of interest involving the parties to the agreement. There are a few limited exceptions which include the following:

  1. Small agreements, defined as those below $5,000.
  2. Research participant agreements, including payments to patients or participants in prescription drug device, or other research studies conducted by our universities. Privacy considerations, including HIPAA, logistics considerations, and the low value of these payments would exclude them.
  3. Refunds issued in the ordinary course of business, such as patient refunds or state refunds on scholarship payments or financial aid.
  4. Purchases from vendors on a previously approved state bid or group purchasing organization list.
  5. Agreements with government agencies, such as state or federal agencies.
  6. Subcontracts associated with grants.
  7. Arrangements with other healthcare providers in the ordinary course of providing the standard of care for an individual patient, such as organ procurement, blood procurement, or transfers of patients.
  8. Hotels.
  9. Airlines.

If it is determined that a Vendor Disclosure Form needs to be completed prior to the execution of an agreement, University Contracts and Vendor Compliance will inform the departmental contact of the requirement. It will then be that department’s responsibility to acquire the completed form from the vendor and submit it along with the contract for review.

If you have any questions pertaining to the form, please contact University Contracts at 4-0387 or email at This email address is being protected from spambots. You need JavaScript enabled to view it..