Purchasing Procedures, PPM 6310

All contractual services, commodities, equipment and capital outlay items must be obtained through KSU Purchasing, the State Division of Purchases, or by direct purchase in accordance with University purchasing procedures which are based upon Kansas Statutes, Department of Administration regulations and University's policies. General guidelines are also available in the purchasing resource section at www.ksu.edu/controller.

It is the responsibility of the KSU Purchasing Office in accordance with State statutes, Department of Administration regulations and University policies to assist the departments with their purchasing so that the State laws and guidelines are followed in the most expedient and correct manner. The KSU Purchasing Office serves as a liaison between the University and the State Division of Purchases. All departments are to contact the KSU Purchasing Office concerning purchasing procedures. DEPARTMENTS ARE NOT TO CONTACT THE STATE DIVISION OF PURCHASES DIRECTLY. All documents used for purchasing services, supplies, equipment and capital outlay items are prepared at the departmental level and reviewed and audited by the KSU Purchasing Office before they are processed.

Purchasing procedures are divided into three categories and assigned code letters to determine the dollar limit which applies to certain groups of items. Please refer to PPM 6310.200 for detailed breakdown of the procurement methods as it applies to object code classifications.

This revised chapter supersedes all previous purchasing procedures and special authorizations.

.020 Responsibilities

University officials and employees who purchase services, supplies or equipment are responsible for understanding and following the University purchasing procedures. Some of the more important points are:

1. Seek competition in bidding whenever possible.

2. Do not prepare specifications in such a manner to effectively exclude any responsible bidder offering comparable supplies, materials, equipment or contractual services.

3. Submitting Purchase Requisitions early enough to allow time to obtain competitive bids.

4. Combining orders for relatively similar type of materials or services on one Purchase Requisition in order that bids may be obtained.

5. Using Purchase Requisitions for items to be placed in "stock" for future use or when savings will result by using the facilities of the State Division of Purchases.

6. Not dividing invoices to keep within the dollar limitation.

7. Purchasing from the lowest responsible bidder conforming with the specifications, terms of delivery and other conditions as specified in the bid.

8. Purchasing from University departments whenever feasible, see PPM Chapter 6310.070.

9. Purchasing from State Contract or Price Lists whenever feasible, see PPM Chapter 6310.060, and PPM Chapter 6312.

10. Approving all invoices for payment as soon as the material or service has been received in acceptable condition.

11. Maintain records of all transactions for at least five years.

.030 Sponsored Research Projects Special Purchasing Procedures

Special purchasing procedures have been established to enable those in charge of sponsored research projects to process orders on a more timely basis. Special purchasing procedures were established with the understanding that departments must follow a sound management system which provides for adequate review of procedures, assurance of competition, use of appropriate procurement methods and compliance with State and Federal regulations and audit standards while still carrying out the specialized requirements and the sensitive needs of sponsored project purchases. These special purchasing procedures are applicable only when payment is being funded 50% or more from monies received from the Kansas Technology Enterprise Corporation, Federal agencies, or other external sources. These applicable fund sources are as follows: All Projects beginning with the letter "G".

Procedure for Ordering on Sponsored Research Projects:

1. Purchase Requisitions (P.R.'s) for these eligible purchases will be handled and processed for competitive bids by the KSU Purchasing Office since it is not required to process P.R.'s through the State Division of Purchases.

2. Departments have authority to purchase items costing up to $5,000 without competitive bidding requirements. However, departments are encouraged to seek competition whenever possible.

3. Departments may submit P.R.'s costing less than $5,000 to the KSU Purchasing Office for competitive bidding, if desired.

4. For eligible purchases costing $5,000 or more, P.R.'s must be prepared and forwarded to the KSU Purchasing Office for competitive bidding and placing of the order.

5. For sole source purchases, departments are to send a P.R. and Prior Authorization form to KSU Purchasing Office, and may use the following procedures:

a. If the equipment item is a "line item" in the proposal that is approved by the agency for funding, or has a "complete product description", then the purchase can be made without seeking bids, with no dollar limit. A complete product description consists of:

(1) Basis for sole source vendor selection
(2) Vendor name
(3) Manufacturer name
(4) Model number
(5) Description
(6) Price

b. If that item is not specified in the proposal or not described completely as to price and specification, then one option available is to obtain the formal approval of the sponsoring agency program officer. You may obtain that approval by FAX. When agency approval is granted, the purchase of that equipment may be made without seeking bids with no dollar limit.

(If the two above procedures are not applicable, then the items must be submitted to KSU Purchasing Office for formal bidding process.)

6. State-wide contracts may be used for purchasing without competitive bidding process, or can be used as one competitive bid source.

7. All federal purchasing guidelines as per Federal OMB Circular A-21 and A-110, Sections N and O, and any special constraints of the sponsored project imposed by the sponsor must be observed and followed by the department for purchases. Also, more restrictive departmental policies will supersede the policies stated above.

8. Local purchasing authority to enter into maintenance agreements with "Sole Source" vendors to a limit of $5,000 is delegated to the departments. All signed maintenance agreements must be accompanied by a Contractual Provision Attachment (DA-146a) and be attached to the A.P.O. along with a copy of the vendor's invoice. See PPM Chapter 6310.280 for form.

9. The following State Statutes, State and Federal Regulations are not exempt by K.S.A. 76-770 and must be observed when purchasing with sponsored project funds.

a. Purchases from Blind and Rehabilitation Facilities
b. Purchases from Kansas Correctional Industries
c. Telecommunication Purchases
d. Vehicle Purchases
e. Computer Purchases
f. Printing and Binding Purchases
g. Purchase of Insurance
h. Federal Regulations in OMB Circular A-21 and A-110, Section N & O
i. Prompt Payment Act
j. Small Business Procurement
k. State Engineering and Architectural Services
l. Hospitality (meals, lodging, entertainment)
m. Moving Expenses

10. In order to facilitate the audit of documents to which this exemption applies, the following statement is to be placed on all vouchers, Purchase Requisitions (P.R.) and Agency Purchase Orders (A.P.O.) to the sponsored project account which incurred the obligation.

"An obligation of sponsored research project; K.S.A. 76-752 and/or 76-770 exemptions apply."

.040 Emergency Purchases

Emergency purchases are those transactions required to obtain equipment, supplies, foods, services, or materials necessary for preservation of life or property, or to avoid serious disruption of agency operations.

Prior permission from the KSU Purchasing Office and Division of Purchases is necessary for emergency purchases exceeding $5,000. KSU Prior Authorization Form is available at http://www.ksu.edu/controller/eforms. Please contact KSU Purchasing Office at (785) 532-6214 for procedure.

.050 Sole Source Purchases

Sole source purchases are those transactions that are available from only a single supplier. A request for a particular proprietary item does not justify a sole-source procurement if there is more than one potential bidder or offerer for that item.

Prior permission from the KSU Purchasing Office and Division of Purchases is necessary for sole source purchases exceeding $5,000. KSU Prior Authorization Form is available at http://www.ksu.edu/controller/eforms. Please contact KSU Purchasing Office at (785) 532-6214 for procedure.

.060 State Contract Items

Items covered by State contracts and price lists or manufactured by other State Agencies must be purchased from the contract vendor, a KSU department or another State agency. Purchases of contract items from other than the above sources may become the personal responsibility of the individual authorizing the purchase. Departments needing to purchase these items, who have not received detail information about the contract should contact the KSU Purchasing Office, (785) 532-6214. A complete list of contract items is available on the web page, PPM Chapter 6312.

.070 Interdepartmental Purchases And Payments

University officials are encouraged, and in some cases required, to purchase their supplies and services from service departments located on the campus. Use the following service departments, storerooms and copy centers, whenever possible.

SERVICE DEPARTMENTS	STORE ROOMS	COPY CENTERS (Required)
Computing & Network Services	Biology	Arts & Sciences
Facilities *(Required)*	Chemistry	Communications
KSU Office Supplies Store	Facilities	Education
K-State Printing Service (Required)	Housing	K-State Printing/ Copy Center
Photographic Services	Human Ecology	Veterinary Medicine
Postal Center	Physics

All items supplied by KSU departments are ordered by using an Interdepartmental Voucher (I.D.V.) form or a KSU Interdepartmental Requisition.

.080 Reporting Damaged, Substitute or Unsatisfactory Merchandise

Freight, trucking, railroad and express companies usually will not pay for damaged shipments, even when the damage is visible on the outside of the carton, unless the damage is noted on the delivery ticket before it is signed by the receiver. Concealed damage (that which is inside a carton and is not apparent at the time of delivery) is usually prorated equally among the transportation company, vendor, and purchaser. Therefore, the following steps should be taken before accepting a shipment and signing the delivery ticket.

1. If possible, open each carton and inspect the contents. If this is not possible without unduly delaying the delivery man be sure to count and inspect the outside of each carton before signing the receiving ticket.

2. If there appears to be a substantial amount of damage or shortage, refuse the shipment. Also notify your vendor and request another shipment.

3. If the amount of damage or shortage appears minor:

a. Make a note of the damage or shortage on the delivery ticket before signing it and accepting the shipment, and

b. Do not move the shipment.

c. If any carton is opened, retain the packing cases(s).

d. Immediately request the transportation company to make an inspection. This request must be made within 15 days of delivery.

4. Always obtain a copy of the delivery ticket from the delivery man.

5. When a shipment is accepted without opening the carton(s), they should be opened at the point of delivery and the contents inspected as soon as possible, at least within 10 days. If concealed damage or shortage is found, retain the packing case(s), do not move the shipment, and immediately request the transportation company to make an inspection. This request must be made within 15 days of delivery.

Upon request, the transportation company will send a representative to inspect the shipment and prepare a claim report. This claim and a copy of the freight bill should be submitted to the vendor along with a request that they send a replacement if the damage is major, or a request that they repair the item if the damage is minor. Be sure to submit the claim to the vendor rather than to the transportation company to expedite the replacement or repair and to minimize the handling of funds.

If items sent by insured Parcel Post are damaged when received, the department should return the damaged shipment to the U.S. Post Office for their inspection and assistance in preparation of a claim. The shipper should be notified and requested to send a replacement and file a claim with the U.S. Post Office. If the department files the claim, the U.S. Post Office may send a payment, but this will create the same problems mentioned above.

If an uninsured parcel post shipment is damaged, the claim must be filed with the vendor, retaining the packing case for their inspection.

If substitute or unsatisfactory merchandise is received the department should contact the vendor immediately to request permission to return the merchandise for adjustment. A copy of the letter should be sent to the KSU Purchasing Office. If the vendor has shipped the wrong merchandise they are usually cooperative in making the adjustment if properly contacted.

If an error was made by the department usually the vendor will allow the return of the incorrect merchandise. However, in some cases a restocking fee is charged plus the transportation costs of returning the merchandise. Do not return any merchandise without first securing permission of the vendor and notifying the KSU Purchasing Office.

If unsatisfactory items or delivery cannot be resolved by the department and the vendor, the department should prepare and submit a "Notice of Complaint to Vendor" form. See PPM 6310.300 for sample form and preparation instructions.

.090 Paying for Material or Service Received

Each department should make a record of the receipt of all materials and services when they are received. This may be recorded on the departmental copy of the purchase order voucher or on some other form.

Invoices should be sent directly to the department by the supplier. Invoices which are sent to the KSU Purchasing Office are forwarded to the departments.

When an invoice is received, a department official should verify that the material or service has been received and conforms with the specifications and quantities. If all items have been received in satisfactory condition, payment should be made as follows:

Materials and/or Services Ordered by Using Purchase Requisition (P.R.) through Division of Purchases (DOP), Topeka.	Show on the invoice DOP's purchase order number. The Department prepares an *Agency Payment Voucher (A.P.V.)* including all encumbrance information, attaches the original invoice, signs the *A.P.V*. and sends to KSU Purchasing Office. Department should retain a copy of the invoice.
Materials and/or Services Ordered by Using a Purchase Requisition (P.R.) through KSU Purchasing	The Department prepares an Agency Payment Voucher (A.P.V.) including all encumbrance information, attaches the original invoice, signs the A.P.V. and sends to KSU Purchasing Office. Department should retain a copy of the invoice.

Materials and/or Services Ordered by Using an Agency Purchase Order through Department's Local Authority

Upon receipt of invoice, type an A.P.V. Department Head approves the payment by signing A.P.V. Send A.P.V. and original invoice to KSU Accounting Office. Department should retain a copy of the invoice.

Prompt payment act requires all State agencies to pay the full amount due for goods and services within 30 calendar days after receiving the item(s) or the invoice(s) for them whichever arrives last. If payment is not made within the above 30 calendar days limit, the vendor may make a written request for payment with interest.

All invoices should be reviewed immediately upon receipt. If the invoice is correct and the items have been received in satisfactory condition, the invoice should be PROMPTLY processed for payment to take advantage of discounts and avoid inquiries about payment. If the items have not arrived in a reasonable time, contact the vendor. If delivery is unduly delayed, contact the KSU Purchasing Office, (785) 532-6214.

.100 Copying Equipment And Supplies Acquisition

All plain paper copiers must be rented, leased or purchased by using the State Contract unless a special request for an exception along with a Purchase Requisition is forwarded through the KSU Purchasing Office, to the State Division of Purchases, and the request is approved. Thus, all departments needing to obtain a copier not on the contract are to use the following steps.

Prepare a Purchase Requisition along with a letter showing the following information:

1. Average monthly volume on the proposed copier.

2. A projected cost analysis of the proposed copier for the next fiscal year. Please contact the respective vendors concerned as prices do change.

3. The location of the proposed copier (building name and room number) and distance to the nearest duplicating center.

4. The total number of copies made at the nearest duplicating center during previous calendar month.

5. All other factors relevant to specific copying applications or needs which are absolutely necessary and cannot be handled by using an existing copier or duplicating center.

Request for equipment not included in the contract will be approved only when the majority of the copy requirements cannot be met by either a copier on the contract or a duplicating center.

All operating supplies, other than paper, for copiers are included on the contract and are to be obtained from the contract supplier at the price shown in the contract. Paper for copiers is available from the KSU Office Supplies Store or the state contract for paper. Please follow standard purchasing procedures for obtaining supplies for copiers not included on the state contract.

Installation and removal costs for copiers rented or leased are to be paid by the state agency based upon costs shown in the contract. Copiers removed sooner than the end of the contract period are subject to the vendor's standard termination charges unless the removal is due to inadequate service or performance. Removal costs which result from lack of performance are to be paid by the vendor.

.110 Insurance

State statutes and procedures require that all purchases for any type of insurance must be requested through the KSU Purchasing Office. The statutes restrict the purchase of insurance to the coverage specifically enumerated and provided for therein. Thus, purchases of any type of insurance are to be requested by preparing and submitting a Purchase Requisition in the usual manner, subject to the following provisions.

1. Allow at least 90 days for state officials to approve, prepare specifications, obtain competitive bids and place the order.

2. Show on the P.R. a complete description of the insurance, and the related authorizations and requirements, including:

a. Type(s) of insurance.
: b. Amount of coverage for each type.
: c. Dates of coverage. (Not to exceed three years); d. Name(s) of the insured. This would be Kansas State University department and any others who are requiring that they be protected by the insurance.
: e. The Kansas law, federal regulation, or other provisions which permit and/or require the insurance. Include adequate information to fully explain and justify why the insurance is required.
: f. Any other information which is needed or will be helpful to those approving and purchasing the insurance.

Do not enter into any agreement, either oral or written, which requires the University to provide insurance coverage of any type, until the agreement has been submitted to the KSU Purchasing Office, and approval for the insurance has been granted.

.120 Computing and Telecommunications Equipment Acquisition

The acquisition of most computing and telecommunications hardware, services, software, supplies, and facsimile (FAX) machines require prior approval from the Director of Computing and Telecommunications Services (CTS) (refer to object codes 2020, 2030, 2040, 3730, 4610, 4620, 4630, 4640, and 4650). The procedure listed below should be followed when acquiring computing hardware, software, software, services, and/or telecommunication items:

1. Acquisitions requiring prior Telecommunication's approval:

All telecommunications hardware, services, and supplies regardless of cost. Telecommunications equipment includes telephone, answering machines, facsimile (FAX) machines, radio equipment including base stations, mobile or portable units and pagers.

2. Contact Point for Assistance:

Computing and Telecommunications Services, (785) 532-7001

.130 Forms - General Comments and Source of Supply

The forms used for the procurement and disposal of all services, supplies, equipment, and capital outlay items are as follows:

1. A Purchase Requisition (P.R.) is used to order items for $5,000 and over in total cost through KSU Purchasing or State Division of Purchases. See PPM 6310.240 for preparation and sample of form.

2. An Agency Purchase Order (A.P.O) is used to order items which may be purchased direct. See PPM 6310.250 for preparation and sample of form.

3. Contract Cover Sheet (DA146) and Kansas Contractual Provisions (DA146a) are used for all contractual services costing $25,000 or more with multiple payments or to cover a period of more than one year. See PPM 6310.270 and 6310.280 for preparation and sample of forms.

4. Memorandum of Agreement is a simple contract form when involving small dollar commitments for services over a length of time, such as consultant work, etc. It is available for departments use at the Controller's website, http://www.ksu.edu/controller, under E-forms, Purchasing section. The contractual Provision Attachment (DA146a) must be made part of this agreement.

5. Lecturers, Speakers, or Entertainers Information form is to be used when hiring an individual or group for a one time performance (E2770). It is available for departments on the Controller's website, http://www.ksu.edu/controller, under E-forms, Purchasing section.

6. Prior Authorization Form is used to request exemption from the standard purchasing procedures, and to document the special circumstances of the purchase. This form is to be used for sole source, emergency, off-contract, and or catalog and Kansas Correctional Industries (KCI) exemption.

7. Vehicle Purchase Requests forms are submitted to the Vice President for Administration and Finance (VPAF) and the State of Kansas Division of Budget (DOB) for approval to acquire a vehicle. Forms are available on the Controller's website, http://www.ksu.edu/controller, under E-forms, Purchasing section. Forms are to be filled out and sent through KSU Purchasing Office first for review, followed by submission to VPAF and DOB for approval.

8. Vehicle Loss Report form is used when reporting an accident under the State's vehicle liability policy. The form is available at the Controller's website, http://www.ksu.edu/controller, under E-forms, Purchasing Section.

9. Business Procurement Card (BPC) program involves numerous forms in the purchase and payment of the BPC. Refer to section .150 of this chapter for further information on this program. Refer to the Controller's website, http://www.ksu.edu/controller, under E-forms, Purchasing section, for the forms.

10. Real Estate Leases. Numerous forms are required in the leasing or renting of office space and/or land. Refer to the Controller's office website, http://www.ksu.edu/controller, under E-forms, Purchasing Section, for the forms.

11. Sales Tax Exemption Certificate is required by vendors to verify K-State's exemption from the State of Kansas sales tax. Contact KSU Purchasing at (785) 532-6214 to obtain a copy of the certificate filled out and sent to vendor.

12. A Disposition of Property (DA110) is used to obtain permission to dispose of all items of property. See PPM 6510 for preparation and sample of form.

13. A Notice of Complaint to Vendor is used to file an official complaint against a vendor. See PPM 6310.300 for preparation and sample of form.

Forms may be obtained from the Purchasing Office, room 21, Anderson Hall or on the Controller's Office web page: www.ksu.edu/controller. Samples of the forms and instructions for completing those forms are provided in PPM 6310.230 through 6310.300.

.140 Board Of Regents Policy On Contracts In Excess Of $1,000,000

The Executive Director of the Board of Regents must be notified of any contract in excess of $1,000,000 prior to execution of the contract. This policy pertains to State General Fund commitments only and does not include "grant" funded activity, unless there is a requirement for State "matching funds" of at least $1,000,000 in support thereof.

To assist in the implementation of this Regents policy, please notify in writing the Controller's Office when you process proposed contracts involving State General Fund revenues in excess of $1,000,000. The notification should contain the following information.

1. Name of party with which the University Entity proposes the contract.
2. The purpose of the expenditure.
3. The amount of the proposed expenditure.
4. The source of funds for the proposed expenditure.

This information will be assembled by the Controller and forwarded to the Board of Regents office. Please be aware that it is not the intent of this policy that the Board of Regents approve each contract, but rather that the Board gather information regarding contractual obligations by Regent's institutions. Therefore, execution of the contract may continue according to its normal schedule once the above notification is sent.

If you have any questions regarding this policy please contact the KSU Purchasing Office, (785) 532-6214.

.150 Business Procurement Card (BPC)

Kansas State University has a business procurement card program (VISA credit card) to be used for the purchase of small dollar items (in lieu of an APO). KSU employees with purchasing responsibilities in their duties are eligible to receive a BPC. Training on the use of the card and purpose of the program is a requirement prior to receiving a card.

For further information, the BPC Manual and forms are available in the purchasing resources section at www.ksu.edu/controller. Contact KSU Purchasing at (785) 532-6214 for the training schedule and any additional questions.

.160 Questions

Any questions related to purchasing regulations should be referred to the KSU Purchasing Office, (785) 532-6214. Questions related to purchase of bus, train, and airplane tickets for out-of-state travel, should be referred to the Controller's Office, Accounting Section, (785) 532-7356.

.200 Procurement Methods And Limitations

The procurement methods are divided into three categories and assigned code letters as follows:

CODE	PROCUREMENT METHODS

A	Before local purchases by departments or before submission of purchase requisitions to KSU Purchasing Office, prior approval for the acquisition is required, either by statutory provision or by administrative directive regardless of cost.* Once approval has been received, departments may make purchases according to "B code" stipulations.
B	Departments are to purchase items from contracts or other required sources regardless of cost, if available. If not, and after searching for competitive prices when feasible, University officials may direct purchases costing less than $5,000 per transaction. Purchase quantities costing $5,000 or more must be processed through KSU Purchasing or State Division of Purchases; or from a State Purchasing Contract or Price List; a State Agency or a University Department.
C	University officials may make direct purchases without dollar limit.

The following object code series are not subject to competitive bid: 1000 - Salaries and Wages; 5000 - Grants, Claims, & Shared Revenue; 6000 - Debt Service; or 7000 - Non-expense Items.

For further description of the State sub-object codes and for the KSU sub-object codes, please refer to the Accounting PPM Chapter 6320.

Director of Purchases may authorize State Agencies to contract with other state agencies, federal agencies, political subdivisions of Kansas, agencies of other states and their subdivisions, or private non-profit educational institutions without competitive bids.

Purchasing procedures for Sponsored Research Projects: For special purchasing procedures pertaining to sponsored research projects see PPM 6310.030.

*Items covered by State Purchasing Contracts or Price Lists must be purchased from the contract vendor, a State Agency or a University Department, see PPM Chapter 6312 for a list of State Contract items. Emergency purchases and sole source procedures are outlined in PPM 6310.040 and PPM 6310.050.

.210 Index of Procurement Methods by Expenditure Object Code

The following list shows by use of the code letters, which procedure is to be used for specific items.

CONTRACTUAL SERVICES

This classification includes communication, freight and express delivery, printing and advertising, rentals and utilities, repairing and servicing, employee travel expense reimbursement, and professional or other services; it includes costs of services performed by other than a regularly employed state employee under an expressed or an implied contract, which besides the service, may also provide for use of equipment or furnishing of commodities or parts, or both.

2001 - COMMUNICATION

STATE SUB-OBJECT
C-2010	Postage. Includes postal insurance charges.
A-2020	Commercial Local Communication Service. Telecommunications approval required. See PPM Chapter 6310.120
A-2030	Commercial Long Distance Service
A-2040	Other Commercial Communication Service
C-2050	Intergovernmental Local Communication Service
C-2060	Intergovernmental Postage
C-2070	Intergovernmental Long Distance Communication Service
C-2080	Other Intergovernmental Communication Service
A-2090	Other Communications. Telecommunications approval required. See PPM Chapter 6310.120

2101 - FREIGHT AND EXPRESS

STATE SUB-OBJECT
B-2120	Agency Moving Expenses (office)
A-2130	Employee Moving Expenses (In-State). See Accounting PPM Chapter 6320.05 for further instructions.
A-2140	Employees Moving Expenses (Out-of-State) See Accounting PPM Chapter 6320.05 for further instructions.
C1-2190	Other Freight and Express

2201 - PRINTING AND ADVERTISING

STATE SUB-OBJECT
A-2210	Printing and Binding by State Facilities (Payments to State Facilities only). MUST BE PURCHASED FROM THE K-STATE PRINTING SERVICE, STATE PRINTER OR STATE CONTRACTS REGARDLESS OF SOURCE OF FUNDING OR COSTS.
A-2230	Duplicating, Blue Printing and Reproducing. MUST BE PURCHASED FROM K.S.U. DEPARTMENTS OR STATE CONTRACTOR SUPPLIER REGARDLESS OF FUNDING OR COSTS.
C-2240	Advertising (Classified, Legal and Radio or Television Time). See PPM Chapter 6320 for further instructions.
A-2290	Other Vendor Printing and Binding. (Written exemption from the K-State Printing Service and Kansas State Printer must be obtained regardless of source of funding or costs before bids/purchase occurs.)

2301 - RENTS

(Includes payments for rental and lease/lease-purchase agreements prior to the time an option to purchase is exercised.)

STATE SUB-OBJECT
B-2310	Rent of Reprographic Equipment - Includes all types of office copying and duplicating equipment. Equipment covered by state contracts must be purchased from contract vendor. See PPM Chapter 6310.100.
A-2320	Rental Space in Buildings. Exception: A Real Estate Lease Agreement (Form DA-46) must be completed and approved prior to entering into any rental agreement. Contact Reports and Statistics Section for procedure. (See PPM Chapter 6320 for preparation of form.) Then Procurement Method of C applies.
B-2330	Rent of Equipment (Including lease agreements). Show rental period in description area. Telecommunications rentals must have prior written approval from the Director of Telecommunications.
A-2340	Rent of Land. Exception: A Real Estate Lease Agreement (Form DA-46) must be completed and approved prior to entering into any rental agreement. . (See PPM Chapter 6320 for preparation of form.)
*B-2360*	Rental of Computer Information Processing Equipment. See PPM 6310.120.
*B-2370*	Rental of Computer or Information Processing Software. See PPM 6310.120.
A-2380	Intergovernmental Rent of Space in Buildings (Payments for State-Owned Facilities). Real Estate Lease Agreement (Form DA-46) must be completed and approved prior to entering into any rental agreement. Contact Reports and Statistics Section for procedure. (See PPM Chapter 6320 for preparation of form.) Then Procurement Method of C applies.
B-2390	Other Rentals. Used only if item does not fall within above classifications.

2401 - REPAIRING AND SERVICING

STATE SUB-OBJECT
C-2410	Repairing and Servicing Passenger Cars
C-2420	Repairing and Servicing Other Self-Propelled Equipment
B-2430	Repairing and Servicing Machinery and Equipment (except self-propelled) and Furniture and Fixtures. Exception: All furniture to be reupholstered and reconditioned must be sent to Kansas Correctional Industries.
A-2440	Repairing and Servicing Building and Grounds. Must be approved by Director of Facilities Management
B-2470	Repairing and Servicing Information Processing Microcomputer Systems and Data Communications Equipment
B-2480	Repairing and Servicing Computer Systems and Information Processing Equipment Software
B-2490	Repairing and Servicing Not Otherwise Classified

2501 - TRAVEL AND SUBSISTENCE
See PPM Chapter 6410 for further instructions.

2601 - FEES - OTHER SERVICES

STATE SUB-OBJECT
C-2610	Recruitment Expenses (Interview expenses)
C-2620	Honorariums. See Accounting PPM Chapter 6320 for more information.
B-2630	Data Processing Services and Database Access Fees. Approval from the Director of Computing and Network Services required. See PPM 6310.120.
C-2640	Recording Fees, Servicing Fees and other Court Costs
C-2650	Laboratory Fees
C-2660	Tuition for Employees
C-2690	Other Fees. Includes those costs not included in above fee categories or professional fee and Page Cost for Publications.

2701 - FEES, PROFESSIONAL SERVICES

STATE SUB-OBJECT
A-2710	Architects and Engineers. Contact Assistant Vice President for Facilities, Division of Facilities for further instructions.
B-2720	Attorneys and Lawyers
C-2730	Physicians and Medical Associations
C-2740	Hospitals and Nursing Homes
B-2750	Advertising Agencies
C-2760	Veterinarians
A-2770	Lecturers, Speakers and Entertainers (Professional). Contracts must be approved in advance by the Purchasing Office. Then Procurement Method "C" applies.
B-2780	Accountants and Auditors
B-2790	Consultant and/or Other Professional Fees

2801 - UTILITIES, EXCEPT TELEPHONE AND TELEGRAPH

STATE SUB-OBJECT
C-2810	Electricity
B-2820	Natural Gas
C-2830	Steam for Heat
C-2840	Water
C-2850	Sewage Charges
C-2860	Solid Waste Charges
C-2890	Other Utilities

2901 - OTHER CONTRACTUAL SERVICES

STATE SUB-OBJECT
C-2910	Dues, Memberships and Subscriptions
B-2920	Laundry, Dry Cleaning and Towel Service
C-2940	Recreation and Entertainment. See PPM Chapter 3050 for instructions.
C-2950	Rewards, Premiums, Bounties and Awards (non-employee)
A-2960	Surety Bonds and Insurance Premiums. See PPM Chapter 6310.110 and PPM Chapter 6030 for instructions.
C-2970	Official Hospitality. See PPM Chapter 3050 for instructions.
C-2980	Employee Awards (non-cash)
B-2990	Other Contractual Services

COMMODITIES

This classification includes cost of all supplies and materials, including consumable supplies, materials and parts purchased for equipment repair and maintenance performed by state personnel. ITEMS COVERED BY STATE CONTRACTS MUST BE PURCHASED FROM CONTRACT VENDOR. See PPM Chapter 6312 or Controller's Web page for a list of State Contract items.

STATE SUB-OBJECT
B-3000	CLOTHING
B-3100	FEED AND FORAGE. Exceptions: Hay, straw, forage, silage and mixed feeds for specific experimental projects. Use procurement method "C".
B-3200	FOOD FOR HUMAN CONSUMPTION. Exceptions: Livestock or poultry for immediate slaughter, fresh fruits, vegetables and perishable items. Use procurement method "C".

3301 - FUEL, OTHER THAN FOR MOTOR VEHICLES

STATE SUB-OBJECT
B-3310	Coal and Coke
B-3320	Fuel Oil, Diesel and Kerosene
B-3330	Liquid Propane Gas and Butane
B-3390	Other Fuel

3401 - MAINTENANCE AND CONSTRUCTION MATERIALS,
SUPPLIES AND PARTS

STATE SUB-OBJECT
B-3410	Materials and Supplies for Buildings Exception: Paint must be purchased from Facilities Management Storeroom or Kansas Correctional Industries
B-3430	Computer Systems Maintenance, Parts and Materials
B-3490	Other Equipment Parts, Materials and Supplies. (Replacement parts for equipment.)

3501 - MOTOR VEHICLE PARTS, SUPPLIES & ACCESSORIES -

Includes all items of whatever nature used or consumed in the operation maintenance of aircraft and highway motor vehicles such as fuel, oil, grease, batteries, tires, tubes, chains, and repair parts.

STATE SUB-OBJECT
B-3510	Gasoline
B-3520	Diesel Fuel
B-3530	Gasohol
B-3540	Liquefied Petroleum, Butane and Natural Gas (Motor Vehicle)
B-3550	Aircraft Fuel
B-3560	Motor Oil
B-3590	Other Parts, Supplies and Accessories

3601 - PROFESSIONAL AND SCIENTIFIC SUPPLIES AND MATERIALS -

Exceptions: Pamphlets from other educational or governmental organizations, proprietary educational materials such as photographs, slides, tapes and testing materials, and proprietary prescription items such as hearing aids, implantable devices, and prosthesis. Use procurement method "C".

STATE SUB-OBJECT
B-3610	Drugs and Pharmaceuticals.
B-3620	Animal Drugs.
B-3630	Chemicals.
B-3690	Other Professional, Scientific Supplies and Materials and Reprints for Publication Costs.

3701 - STATIONERY, OFFICE AND DATA PROCESSING SUPPLIES -

Many of these items are covered by State contracts or Blind and Handicapped Made Products Catalog, and must be purchased from these sources or the K.S.U. Office Supplies Store.

STATE SUB-OBJECT
B-3710	Stationery and Office Supplies.
B-3720	Data Processing Computer Supplies.
A-3730	Telecommunication Termination Equipment. Must have prior written approval from the Director of Telecommunications. See PPM Chapter 6310.120.

3801 - RESEARCH

STATE SUB-OBJECT
B-3800	Research Supplies and Materials (except chemicals).
B-3830	Research Chemicals.

3901 - OTHER SUPPLIES, MATERIALS AND PARTS

STATE SUB-OBJECT
B-3910	Agricultural Supplies, Materials, and Parts (other than Feed and Forage) - Exceptions: special shrubs, trees, bulbs, seedlings, seeds and transplants from Federal or State owned nurseries. Use procurement method "C".
B-3920	Household, Laundry and Kitchen Supplies and Materials. Exceptions: Soap and janitorial supplies must be purchased from the Facilities Management Storeroom or Kansas Correctional Industries. Mops, brooms, mattresses and etc., must be purchased from Facilities Management Storeroom.
B-3930	Power Plant Supplies. Exception: Boiler treatment chemicals - Use procurement method "C" per Memorandum 82, 7-17-91.
B-3940	Recreation Supplies and Materials.
B-3950	Small Tools.
B-3970	Supplies Used in Manufacturing and Printing (for resale).
B-3980	Commodities Purchased for Resale to KSU Departments.
B-3990	Other Supplies Materials and Parts. See PPM Chapter 6320 for further details.

CAPITAL OUTLAY

This classification includes cost of land and nonstructural improvements to land and buildings; also, all equipment, machinery, apparatus, furniture, fixtures and devices, which with ordinary use and care would be expected to be serviceable longer than one year; livestock bought for breeding, feeding and general utility purposes; and, installment purchases as well as additional payments required to complete purchase options under lease-purchase agreements.

4001 - EQUIPMENT, MACHINERY, FURNITURE AND FIXTURES

STATE SUB-OBJECT
B-4010	Agricultural Equipment and Machinery.
B-4020	Household, Laundry and Kitchen Equipment and Furniture.
B-4030	Office Furniture, Fixtures and Equipment.
B-4040	Professional and Scientific Equipment (Purchase of "rare" editions and art objects on which no competition exists, use procurement method "C".)
A-4050	Passenger Cars. Must have prior written approval which is obtained by submitting a Vehicle Request form to the Vice President for Administration and Finance. Available at electronic forms at www.ksu.edu/controller
A-4060	Trucks and Other Self-Propelled Equipment. Must have prior written approval which is obtained by submitting a Vehicle Request form to the Vice President for Administration and Finance. Available at electronic forms at www.ksu.edu/controller.
B-4080	Shop and Plant Maintenance Equipment.
B-4090	Other Equipment, Machinery, Furniture and Fixtures.
C-4100	Livestock.
C-4110	Books and Library Material Purchased Direct from Publisher.
A-4120	Reprographic Equipment. Contact KSU Purchasing for information..
B-4130	Microcomputer Systems and Support Equipment. See PPM Chapter 6310.120.
B-4160	Information Processing Equipment. See PPM Chapter 6310.120.
B-4180	Computer Systems Information Processing or Microcomputer Systems Software.
A-4200	Building and Improvements. See PPM Chapter 7810 for additional information.

4301 - LAND AND INTEREST IN LAND-

Contact Reports and Statistics Section for procedure on all codes.

STATE SUB-OBJECT
A-4310	Land and Interest. Approval from Vice President of Administration & Finance required.
A-4320	Mineral Rights. Approval from Vice President of Administration & Finance required.
A-4330	Assessments for Improvements.
A-4400	Land Nonstructural Improvements. See Facilities Planning, PPM Chapter 7830. for additional information.

4601-TELECOMMUNICATIONS AND DATA FACILITIES (STATE-OWNED)

Items must have prior written approval from the Director of Telecommunications.

STATE SUB-OBJECT
A-4610	Telecommunications Termination Equipment.
A-4620	Telecommunications Switching Equipment.
A-4630	Telecommunications Transmission Equipment.
A-4640	Radio (Portable) Equipment.
A-4650	Radio (Fixed) Equipment.
A-4660	Data Communications Equipment.
C-4810	Equipment Purchases for Sponsored Contracts

4901 - OTHER CAPITAL OUTLAY
(Major purchases not provided for by the above classification.)

STATE SUB-OBJECT
C-4970	Sales Tax on Regents Housing Facilities Purchases.
B-4980	Capital Outlay Items Purchased for Resale to KSU Departments.

.230 Purchasing Forms

Actual forms are available at the Controller's Office website under E-forms. Information on completing some of the forms follows.

.240 Purchase Requisition (P.R.) Form DA-100

P.R.'s are to be prepared as follows: The referenced numbers also appear at the appropriate place on the sample P.R. form.

Take me to the Sample Form - Purchase Requisition Form DA-100

1. Div. of Purchases Reference No.:	Leave this space blank.
2. Document Date:	Insert date P.R. is prepared. Use 6 digits (Example 03-01-99).
3. Effective Date:	Leave this space blank.
4. Agency No.:	The Kansas State University agency code number (367) has been pre- printed in this space.
5. Div. No.:	Insert assigned Division Number, *if applicable.*
6.. Current Doc. No.:	Leave blank, until completed by KSU Purchasing Office.
7. Sfx (Suffix):	Two digits, such as "01", "02", etc., to indicate each line transaction up to a maximum of 99 lines per document. This is a sequential line number that relates to each line transaction. A continuation sheet is used for more lines.
8. T/C (Transaction Code):	Leave blank. *System will fill in information.*
*9. Ref Doc (Reference Document)*	*Leave blank. System will fill in information, if applicable.*
10. Sfx (Suffix)	*Leave blank. System will fill in information, if applicable.*
11. M (Modifier)	*Leave blank. System will fill in information, if applicable.*
*12.* Fund:	Leave blank. *System will fill in information.*
*13.* BFY (Budget Fiscal Year):	Fill in appropriate fiscal year.
14. Index:	Leave blank. *System will fill in information.*
*15.* PCA (Program Cost Account):	Leave blank. *System will fill in information.*
*16.* Obj (Object Code):	Leave blank. *System will fill in information.*
*17.* Amount:	Insert the appropriate dollar amount for each sub-object code.
*18. Project*	Insert the ten digit KSU *project* number from which the expenditure is to be made.
*19. Award*	*Applicable if grant funds are being used. Six-digit alpha-numeric entry*
*20. Source*	*Insert four-digit general ledger segment which represents the fund and index.*
*21. Org (Organization)*	*Insert the five-digit number representing the University department.*
*22. Object Code*	*Insert the general ledger segment used to classify the accounting expense, e.g. E2440.*
23. *Total:*	Insert total amount of the P.R., including any continuation sheets.
24. Mail Invoice To:	Insert "Kansas State University" and address including name of department and building, city, state and zip code.
25. Ship To:	Insert "Kansas State University" and shipping address including name of department and building, city, state and zip code.
26. Signature Block:	Signature of Provost, Vice President, Dean, Director, Department Head or person authorized to spend from the *project* is required.
27. Date:	Insert date P.R. is signed.
*28.* Group No.:	Leave blank.
*29.* Date Wanted:	Insert the date you desire to receive the material, taking into consideration the time involved for processing the requisitions, obtaining bids, placing the order and delivery of items. Do not use expressions such as "at once", "immediately" or "ASAP". Show a specific date.
30. Requisition No.:	*Department assigns* Requisition number *and inserts* in this space.
*31.* Delivery:	Left blank until completed by KSU Purchasing Office.
32. F.O.B.	Leave blank. *System will fill in information.*
33. Requested Quantity:	Insert the number of units.
34. Unit:	Insert the unit of measure such as, "dozen", "each", "pounds", "reams", etc.
35. Description of Article or Service:	Insert complete description and specifications including the name of the *item, size, color etc.. If units are used, show the number in the unit. To obtain maximum benefit from competitive bidding* it is essential that correct and complete specifications are provided which identify beyond questions, the specific item needed. In many cases it is appropriate to use brand names and identifying numbers (catalog or stock number) as part of the specifications, provided you indicate two or more acceptable brands that are reasonably comparable and include the words "or equivalent" to avoid restricting the purchase to a particular brand or trade name. Restricting purchases to a particular brand or trade name must be justified on the purchase requisition. Brand names do not constitute complete specifications. Sufficient additional specifications must be shown which clearly indicate the features or characteristics considered essential to the function or intended use of the product. Specifications should not include nonessential proprietary features or characteristics of the named brands which tend to effectively exclude competition in bidding. If brand names are not used as part of the specifications the following statement should be typed immediately following each item in the specifications: "A product which meets the above specifications is (show make and model number of product)". Complete specifications and few restrictions permit more competition and better prices. If the items being requested are to be used in conjunction with present equipment (dictating equipment, farm implements, repair parts, etc.) or if it becomes necessary to purchase a particular company's product, this information and the reasons necessitating such a purchase should be shown on the P.R. Reasons shown should be objective and not personal preferences. Special instructions, comments *on shipment, and/or* the name and telephone number of the person in the department to be contacted for more information about the requisition should be noted near the bottom of the P.R. Attach quotations, sketches, blueprints, catalog pages, or any other helpful material. If used equipment is to be traded in, describe the used items just below the description of the new equipment as follows: "Less Trade-in: Ref: DA-110 No. (show DA-110 No.) One Typewriter, (show make, model number, electric or manual, serial number and K.S.U. Inventory number)." Deduct trade-in value from estimated cost of new equipment and show difference in the amount column. Disposition of Property (form K.S.U. DA-110) for the used items must accompany the P.R. See PPM Chapter 6510 for instructions on preparation of DA-110 form. If for some reasons you wish to review the bids prior to placement of the order, this request should be shown. Such request should be made only when necessary because the review of bids will delay delivery. If this request is not made, Purchasing will decide whether to contact the University department before placing the orders. Use one of the following statements if review of bids is necessary. 1. Please send bids for our review before issuing the order. 2. Unless order is to be issued to the recommended vendor, please send bids for our review . 3. If lowest bid exceeds our estimated price, please contact the department before issuing order.
*36.* Unit Price:	Insert estimated unit price.
37. Amount:	Insert estimated total cost of each item.
*38.* Document Total:	Insert total estimated cost of all items.
39. Suggested Vendor:	Insert the name and address of any firm that can supply the material. You may recommend a vendor by placing brackets around the vendor's name.
40. For Use of Division of Purchases Only:	Leave blank.
Distribution:	*Purchase Requisitions must be sent electronically to KSU Purchasing Office with the original signed and mailed to the KSU Purchasing Office.* Department retains a copy.
Payment From More Than One Fund:	If payment is to be made from more than one fund, object code or KSU project, complete items 17 through 22 for each.

.250 Agency Purchase Order (A.P.O.) Form KSU-101

To be used by department ordering directly. To utilize KSU Purchasing services, P.R.'s must be submitted. A.P.O.'s are to be prepared as follows: The referenced numbers also appear at the appropriate place on the sample form shown.

Take me to the Sample Form A.P.O. Form KSU-101

1. P.O. No.:	Purchase Order Number, assigned by the department, is printed in this space.
2. Doc. No.:	*System assigns number.*
3. Document Date:	*System* date A.P.O. prepared.
*4. Modified* Date:	Leave blank.
5. FEIN or SSN:	If new vendor, insert vendor's 9-digit federal employer's identification number or social security number (if vendor is an individual) for all payments.
*6. Vendor Info:*	Insert complete vendor's information: Include order address, city, sate, zip, as taken from the vendor's quote or contract.
7. Send Invoice To:	Insert address including name of department, building, city, state, zip code, contact person, and phone number.
8. Shipping Address:	Complete the shipping address section.
9. SFX (Suffix Number):	A sequential line number that relates to each line transaction. Up to a maximum of 99 lines per document. A continuation sheet is used for more lines.
*10.*. T/C (Transaction Code):	*Leave blank. System will fill in information.*
*11.* Ref Doc (Reference Document Number):	*Leave blank. System will fill in information.*
*12.* SFX (Suffix Number):	*Leave blank. System will fill in information.*
*13.* M (Modifier Code):	*Leave blank. System will fill in information.*
*14.* Fund:	*Leave blank. System will fill in information.*
*15.* BFY (Budget Fiscal Year):	*Leave blank. System will fill in information.*
*16.* Index:	*Leave blank. System will fill in information.*
*17.* P.C.A.(Program Cost Account):	*Leave blank. System will fill in information.*
*18.* *Obj (Object Code)*:	Insert the appropriate four digit sub-object code that identifies the purpose of the expenditure. Use a single line for each object code if more than one is required to properly classify the expenditure.
*19.*. Amount:	Insert the appropriate dollar amount for each object code.
*20. Project*	Insert the KSU 10 digit account number from which payment is to be made and the four-digit sub-code that relates to the State sub-object code used in space "29".
21. Award	Applicable if grant funds are being used.
22. Source	Insert the four-digit general ledger segment which represents the fund and index.
23. Org	Insert the five-digit number representing the University department.
24. Object Code	Insert the general ledger segment used to classify the accounting expense, e.g. E2440
*25.* Purchase Req.:	Leave blank unless making an order against a P.R.. Insert department's assigned requisition number, if applicable.
26. Terms:	Insert terms of payment if appropriate, e.g. 1%, 30 days.
*27.* F.O.B.:	Insert "Destination Prepaid & Allowed", "Destination Prepay & Add" or "Destination Freight Collect" for placing an order.
*28.* Contract:	Insert state contract number if items are covered by State open-end contract, Agency Contract No., encumbered on a Contract Cover Sheet (DA-146), or KSU quotation number. Otherwise leave this space blank.
29. Delivery Date:	Insert the date you desire to receive the material or service, take into consideration the time involved for processing the form, placing the order and delivery of items. Do not use expressions such as "at once", "immediately", or "ASAP". Indicate a specific date.
*30.* Document Total:	Insert total amount of the document. If continuation sheets are used, total amount goes on last continuation sheet.
*31.* Quantity:	Insert the number of units.
*32.* Unit:	Insert the unit such as, "dozen", "each", "ream", "pounds", etc.
*33.* Description of Material or Service:	Insert a complete description of items to be ordered. Description must be sufficient to allow a person not familiar with the item to understand the item and to be able to assign a proper object code. Any special comments or conditions you wish to make in connection with the purchase should be included in this space. If all the items cannot be listed on the A.P.O., type the following statement in the description area. "See attached continuation sheet." Prepare a continuation sheet, attaching a copy behind each copy of the A.P.O.
Unit Price:	Insert estimated price for items being ordered. The word "lot" can be substituted if unit price is rounded and does not compute out to total shown on A.P.O. STATE CONTRACT ITEMS MUST SHOW UNIT PRICE.
*35.* Amount:	Insert extended price for each item being ordered.
*36.* Document Total:	Insert total amount of the document. If continuation sheets are used, total amount goes on last continuation sheet.
*37.* Agency Purchasing Certification:	Signature of person authorized to spend from the *project(s).*
Distribution:	The department forwards the *order* to their Dean's Office, if so requested by their Dean, and *sends copy* directly to vendor. Department retains one copy for receiving information.
Payment From More Than One Fund:	If payment is to be made from more than one fund, object code or KSU account, complete items 19 through 24 for each.

.270 Contract Cover Sheet, Form DA-146

Contract Cover Sheet, DA-146 forms, are used for all purchasing contracts or agreements which are for $25,000 or more; multiple payments will be made within or between fiscal years; and when there is an amendment to the original agreement. DA-146's are not required for a non-competitive contract with a professional entertainer, a musician or a lecturer engaged for a single performance. All agreements must be accompanied by a Contractual Provisions Attachment, DA-146a form.

All DA-146's are processed by the KSU Purchasing Office except those covering subcontracts for research, instruction or extension services being purchased in connection with a sponsored project; which are handled by the Sponsored Project Accounting Office.

Please note that the DA-146 and the related contract or agreement need to be submitted well in advance of the proposed effective date in order that the contract or agreement may be approved or disapproved before the parties have taken steps to carry it out. Contracts or agreements requiring a DA-146 are not effective until approved by the University Attorney, State Director of Purchases, State Director of Accounts and Reports, and an attorney for the Department of Administration, and a completely signed copy is returned to the department.

DA-146 forms are available on E-Forms or contact the KSU Purchasing Office, room 21, Anderson Hall. If you have any questions in connection with the use or preparation of the form, please call (785) 532-6214.

Form DA-146a, Contractual Provisions Attachment, contains mandatory contract provisions derived from State of Kansas laws and regulations which must be attached to all copies of the contract that is entered into by the state agency. The DA-146a must be attached to the contract and the following provision that is shown at the beginning of the DA-146a must be included in the contract:

"The provisions found in Contractual Provision Attachment (form DA-146a), which is attached hereto, are hereby incorporated in this contract and made a part hereof."

See PPM 6310.280 for preparation of DA-146a and sample of form.

Please use the instructions listed below for the preparation and distribution of Contract Cover Sheet.

Take me to the Sample Form - Contract Cover Sheet Form DA-146

1. Agency No.:	*KSU agency number*, i.e., 367.
2. Div. No.:	Insert assigned Division Number, if applicable.
3. Current Doc. No.:	*System assigns number.*
4. Document Date:	*System inserts* date Contract Cover Sheet is prepared.
5. Effective Date:	Type in applicable date.
6. Agency Contract:	Leave blank until completed by the KSU Purchasing Office assigns number. Leave blank, if new agreement. Put in assigned number if renewal.
7. FEIN or SSN No. and Vendor SFX No.:	*Utilize search capability for vendor. If not found,* insert vendor's 9 digit federal employee identification number or social security number if vendor is an individual. Insert suffix number assigned to vendor tax ID number, *if applicable.*
8. Vendor:	Insert Contractor's complete name and mailing address.
9. Contracting Agency Name:	Insert Kansas State University department's name, city, state and zip code.
10. Sfx (Suffix):	Already numbered. This is a sequential line number that relates to each line transaction. A continuation sheet is used for more lines.
11. T/C (Transaction Code):	Leave blank until completed by KSU Purchasing Office.
*12.* Ref. Doc. (Reference Document No.):	Leave this space blank. System will fill in the appropriate information.
13. Sfx (Suffix Line No.):	Leave this space blank.
*14.* M (Modifier Code):	Leave this space blank.
15. Fund:	Leave this space blank.
*16.* BFY (Budget Fiscal Year):	Leave this space blank.
*17.* Index:	Leave this space blank.
*18.* PCA (Program Cost Account):	Leave this space blank.
*19.* Obj (Sub-Object Code):	Leave this space blank.
*20.* Amount:	Insert the appropriate dollar amount for each sub-object code for the current fiscal year.
*21. Project:*	*Insert the ten digit number. from which payment is to be made.*
*22. Award*	*Applicable if grant funds are being used. Six digit alpha-numeric entry.*
23. Source	*Insert the four digit general ledger segment which represents the fund and index.*
*24. Org*	*Insert the five digit number representing the University department.*
*25. Object Code*	*Insert the general ledger segment used to classify the accounting expense, e.g. E2440.*
26. Contract Type:	Insert "X" in the appropriate box or boxes as follows: A. New Contract - contract not previously encumbered. B. Amended Contract Terms - contract previously encumbered for which authorized changes to the contract terms have been made. This would include changes to payment schedules, time period covered by contract, etc. C. Re-encumber Previously Approved Contract - this normally applies to contract agreements extending over multiple fiscal years. At the end of the current fiscal year funds must be encumbered from the succeeding fiscal year to continue the contract payments.
27. Prior Enc. No.:	Insert previous encumbrance number when contract type is "Amended Contract Terms" or "Re-encumber Previously Approved Contract".
28. Contract Description:	Insert a brief description of services to be received.
29. Legal Basis For Contract:	Insert state or federal statutes or regulations or other authority requiring or allowing the contractual agreement. This is usually K.S.A. 76-721 and 76-725.
30. Total Contract Commitment Amount:	Insert total amount committed over the life of the contract.
31. Contract Beginning Date:	Insert the date the contract becomes effective.
32. Contract Ending:	Insert the ending date of the contract.
33. Payment Frequency:	Insert number of payments, amount of payments, due dates and any other additional payment information. For example, the lease of a plain paper copier that included monthly payments, a final payment and usage charges for excess copies could be shown as follows: 23 payment(s) of $100 due 3rd of ea. mo. 1 payment(s) of $135 due final payment. Plus usage charge of .005 per copy in excess of 500 per month.
34. Director of Purchases:	Left blank. Completed by Director of Purchases.
35. Director of Accounts & Reports:	Left blank. Completed by Director of Accounts and Reports.
36. Attorney General or Department of Administration Attorney:	Left blank. Completed by the of Attorney General or Department Administration Attorney.
*37.* Agency Attorney:	Left blank. Completed by the University Attorney.
*38.* Department Head:	Insert signatures of Department Head, Dean, Director, Provost or Vice President in this space.
*39.* Agency Authorized Signature:	Left blank. Completed by the KSU Controller's Office.

Distribution:

The original and five (5) copies are to be sent to KSU Purchasing. 1. KSU Purchasing, 2. Accounts & Reports, 3. Division of Purchases, 4. Contractor, 5. KSU Accounting, 6. Department.

.280 Contractual Provisions Attachment, Form DA-146a

Kansas Contractual Provisions Attachments are to be prepared as follows: (The referenced numbers also appear at the appropriate place on the sample form.

Take me to the Sample Form - Contractual Provisions Attachment - Form DA-146a

1. Agency No.:	Kansas State University Agency Number 367.
2. Contract No.:	Leave this space blank.
3. Date:	Insert day, month and year contract is signed.
Distribution:	The department attaches one copy to each copy of the contract or agreement.

.300 Notice of Complaint to Vendor, Form KSU DA-112

Notice of Complaint to Vendor forms are to be prepared as follows: (The referenced numbers also appear at the appropriate place on the sample form.)

Take me to the Sample Form - Notice of Complaint to Vendor Form KSU DA-112

1. Date:	Insert the date the form is prepared.
2. Vendor Information:	Insert name and address of vendor on form.
3. Agency Information:	Insert name and address of department.
4. Purchase Requisition No.:	Insert applicable P.R. (Purchase Requisition) number.
5. Group No.:	Leave this space blank. KSU Purchasing Office will add this number. It is used to identify the state contracting officer who purchased the item, if applicable.
6. Purchase Order/Contract. No.:	Insert applicable number, whether an A.P.O., P.O.V., or Contract number.
7. Date of Purchase Order:	Insert date order was placed.
8. Complaint:	Insert an "x" in the appropriate block(s) to identify the complaint.
9. Remarks:	Describe the complaint. Be specific and accurate. List chronically the steps taken with the vendor to correct the problem.
10. Person Initiating Complaint:	Signature and title of person(s) initiating complaint.
11. Authorized Signature:	Signature of Director or Department Head.
Distribution:	Send original and one (1) copy to KSU Purchasing. Department retains photocopy if desired.

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Kansas State University
February 28, 2008

Purchasing Procedures

Revised February 28, 2008

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