Small Business Self Certification

For access to self certification package and instructions please go to UT Box Folder Small Business Documents: 

https://utexas.box.com/v/sbcertification

Please send the following to business owner looking to self certify at UT Austin:

• Self-Certification Intro Document (with letterhead)
• Payee Information Form (PIF)
• UT Austin Self Certification Survey Form

The entire set of documents is saved in the UT Box folder as "SB Vendor Self Cert Packet."

When an EXISTING vendor returns a completed SBSC, please follow the instructions below:

Upon receipt of a SCSF the HUB/SB office will verify through the Small Business Administration’s Dynamic Small Business Search (DSBS),

https://dsbs.sba.gov/search/dsp_dsbs.cfm, stated certifications. It is required that HUBZone, 8a, and SDB certifications be found in and verified through DSBS. Other certifications (VET, DBE, MIN etc.) can be found utilizing other certification databases (System for Award Management (SAM), Department of Transportation, Veteran Small Business Certification (VetCert), etc).  It is advisable to verify the DUNS number of the vendor at this time. This will ensure you are confirming the correct vendor record. Upon confirmation of stated certifications, POINT Plus, the university’s online purchasing interface and currently the repository for vendor federal self-certification information, should be updated with the appropriate certification information. Utilization of POINT Plus to record Federal self-certification information allows for acquisition reporting and provides limited sourcing capabilities.

When a completely NEW vendor returns a completed SBSC, a vendor record will need to be created:

Utilize the payee information form (PIF) to create a GGV in DEFINE. Forward the PIF to the Office of Accounting (vid@austin.utexas.edu).

Once the vendor record is created, follow the steps to update the vendor information using POINT Plus.

Use the vendor name search in POINT Plus to find the vendor.  Be careful to locate the specific vendor as multiple vendors can have the same name. Ideally, the Vendor ID should match the FEIN indicated on the PIF. The vendor address should match or at least be close (same state).

Once you have located the correct vendor, view the vendor profile by selecting the vendor name. The vendor profile will allow you to view any current certifications. Clicking on the “Update” link (authorization required to view link) will take you to the Vendor Certifications Update screen.

Once at the vendor certification update screen you can select or de-select certifications in accordance with the SCSF submitted by the vendor (State of Texas CMBL and HUB certifications are downloaded from Texas Procurement and Support Services and are not updatable through the POINT Plus interface.) Check to ensure the DUNS number on file for the vendor matches that on SCSF. If the DUNS number in POINT Plus does not match that submitted by the vendor, (and previously verified), the DUNS number should be updated.

To update the DUNS number, go to DEFINE and enter the PS1 command. On the “ENTITY/ADDRESS INFO & MAINTENANCE” screen, enter the vendor’s UIN on the “ID Number” line and hit enter. Address information for the vendor will be returned. Ensure vendor information matches that of the vendor you are attempting to update. Place an X in the morable space next to “ID DETAIL.” A pop-up will come up with ID information for the vendor. If you are attempting to add a DUNS number enter the number in the “ADD new ID” field and ‘DB’ in the “TYPE” field. Hit enter. The DUNS number should be added.

If you are attempting to correct a DUNS number you should be able to type over the existing DB entry and hit enter to update. In some cases there may already be an entry on file for that number. If so make note so that accounting can be alerted.

Vendor hard copy files of self-certification documents are kept in the HUB/SB office. Authorization for update to SB designations will be with the Small Business Liaison Officer (SBLO), Assistant SBLO, and any other SBLO assigned designees.