General Questions
What is the purpose of the Approval Form?
The University Trademark Licensing Office, with the support of the Procurement Office, has developed this process in order to review any use of University Trademarks, Logos or Insignia. This is to help protect the University’s brand, image and reputation.
What is a Trademark?
A trademark or service mark is a name, design, seal, insignia, or other symbol that an entity uses to identify and distinguish itself and its goods and services from those of another entity, or to indicate to the public its authorization, sponsorship, or affiliation with the provider of goods or services.
The vendor I want to use is not licensed, what is the process?
Refer the vendor to the Trademark Licensing Website for more information.
What if we’re not using any UA Logos?
Anything that references the University in anyway needs to go through the approval process. This includes departmental logos and logos for events funded by the University.
What if an unlicensed vendor is the only one that can produce this item and we must have it?
Please fill out the approval form and contact Cole Price, cprice@ia.ua.edu, to discuss.
Why do we need to fill out this form if we’re using the contract vendor?
The Trademark Licensing Office will still need to review the actual artwork being used to be sure it is in compliance with all regulations.
Do I need to fill out a form for each item being purchasing?
No, one approval form per quote.
How do I track the approval status of my form?
You will receive a confirmation email that contains a link to the status page where you may view any pending approval forms you may have
Technical Aspects of the Approval Form
If the total cost is over $5,000 can I still request an increase so I can pay on the P-Card?
Yes, you may still choose P-Card. If your form is approved then you may request an increase from P-Card. Please copy the approving buyer on this email.
What comments are needed?
Please include anything you’d like to let the approvers know. This will go through both the Trademark Licensing Office and Purchasing.
Who should I contact if there are issues accessing the Approval Form?
Please contact Susan Lee, slee@fa.ua.edu.
What if I don’t know which buyer to choose?
There is a link on the form to the Purchasing Staff Directory. Each buyer’s commodity is listed by their name.
Do I have to fill out all the Vendor Information?
Yes, all information is required.
What if I don’t have the quote or artwork yet?
You will need to wait and submit once you have both the quote and the artwork for your form.
Can I have more than one form in process at a time?
No, only one form can be left in process at a time.
If a P-Card is used for the Purchase what other steps are required?
A copy of the Final Approval Form needs to be included with your P-Card Packet.