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Questions relating to the information in each chapter of the Policies and Procedures Manual should be directed to the office issuing the chapter.

That information is usually located at the end of each chapter.

For policy update questions, please contact policy@ksu.edu.

Purchasing Procedures

Chapter 6310
Revised July 1, 2017

Table of Contents

.010 General Purchasing Policy
.020 Responsibilities
.030 Purchasing Procedures
.040 Special Approval Purchases
.050 Contract Items
.060 Reporting Damaged, Substitute or Unsatisfactory Merchandise
.070 Paying for Material or Service Received
.080 Insurance
.090 Computing and Telecommunications Equipment Acquisition
.100 Forms - General Comments and Source of Supply
.110 Board of Regents Policy on Contracts in Excess of $1,000,000
.120 Business Procurement Card
.130 Vendor Information
.140 Vendor Debarment
.150 Procurement Methods and Limitations
.160 Questions

Related Materials

.170 Purchasing Forms
.180 Purchase Requisition (PR)
.190 Purchase Order (PO)
.200 Contractual Provisions Attachment, Form KSU-146a
.210 Purchasing Signature Authority
.220 Complaint to Vendor

.010 General Purchasing Policy

Kansas State University Purchasing's mission is to support and facilitate the instructional research and public service mission of the university by applying the best methods and best business practices when K-State is acquiring supplies, materials, equipment, goods, property, printing, services, and leases of real property. Within the context of the K-State environment, K-State Purchasing will promote the development and use of purchasing processes that, in turn, promote the pursuit of excellence and the best interests of K-State while maintaining the highest possible integrity, broad based competition, fair and equal treatment of the business community, and increased economies and efficiencies in the purchasing process. K-State Purchasing communicates and collaborates with other state universities and the State of Kansas Procurement and Contracts to insure that all procurement opportunities where mutual benefit can be obtained are achieved.

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 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. Submit purchase requisitions early enough to allow time to obtain competitive bids.

4. Combine 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.

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

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

8. Purchase from university departments whenever feasible.

9. Purchase from University approved contract or price lists whenever feasible, see PPM Chapter 6310.050 and PPM Chapter 6312.

10. Approve 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 Purchasing Procedures

Purchasing procedures have been 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 purchases.

Procedure for Ordering

1. Departments have authority to purchase items costing under $10,000 without central competitive bidding involvement. However, departments are encouraged to seek competition whenever possible.

2. Departments may submit Purchase Requisitions (PRs) costing less than $10,000 to K-State Purchasing for competitive bidding, if desired.

3. Purchase Requisitions for purchases for $10,000 or more are to be submitted to K-State Purchasing for competitive bids process by K-State Purchasing.

4. Established contracts may be used for purchasing without competitive bidding process.

5. For special purchases (sole source, emergencies, etc.), departments are to send a Prior Authorization form to K-State Purchasing.

6. All federal purchasing guidelines as per Federal OMB 2CFR-200 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.

7. The following state statutes, state and federal regulations, and purchasing policies must be observed when purchasing with state or grant funds.

a. Purchases from State Use Catalog Vendors

b. Telecommunication Purchases

c.  Vehicle Purchases

d. Printing and Binding Purchases

e. Purchase of Insurance

f. Federal Regulations in Federal OMB 2CRF-200g

g. Prompt Payment Act

h. Disadvantaged Business Enterprises

i.  State Engineering and Architectural Services

j.  Hospitality (meals, lodging, entertainment)

k. Moving Expenses

l.  Building and Grounds

.040 Special Approval Purchases

Purchasing policies require competition to be sought in all purchases. However, there are times when the competitive bid process is not reasonable because competition doesn't exist, i.e., proprietary product, continuity in equipment and or chemicals for research is required, maintenance or repair by manufacturer, etc. When special circumstances arise where bidding is not possible, departments are to submit a written justification to K-State Purchasing via the Prior Authorization form available on the Purchasing website regarding the situation. All special approval purchases are reported and made available to the Board of Regents and the State Legislature.

1. Sole source purchases are one type of special transactions, i.e. item or service is only available from a single supplier. Due to unique feature and need of the end-user, the item or services cannot be obtained from any other source, e.g. specialized equipment repair. If there is any doubt regarding the sole source nature of an item or service, it is the K-State Purchasing policy to solicit bids and confirm the unique nature of the item.

2. Emergency purchases are special situations that require special review and approval. At time incidents occur due to weather, equipment failures, etc., which create a threat to public health, welfare, safety and or property. During these situations normal procurement requirements cannot be met. In cases of emergencies, departments are to notify K-State Purchasing as soon as possible to explain the situation and receive verbal approval to proceed with the purchase of equipment or service. K-State Purchasing will direct the department to solicit three bids, if possible, and submit a phone bid sheet and written documentation of the problem within on business day of the original call. If cost cannot be determined at first due to the type of repair service, the department needs to send the best estimate on the prior authorization form. 

3. Certain items, e.g. subscriptions, utilities, purchases from affiliated organizations, etc., are considered non-biddable by their nature. Call K-State Purchasing for further information.

4. Special circumstances. Call K-State Purchasing to begin discussion on purchases of items or services involving unique situations, e.g. evaluation, international, guest speakers, partial endowment funding, etc.

.050 Contract Items

Items covered by University approved contracts and price lists or manufactured by other state agencies may be purchased from the contract vendor, a K-State 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 K-State Purchasing at (785) 532-6214. View a complete list of contract items.

.060 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. 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 person.

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 K-State Purchasing. 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 K-State Purchasing.

If unsatisfactory items or delivery cannot be resolved by the department and the vendor, the department should prepare and submit a "Complaint to Vendor" form. See PPM Chapter 6310.220 for sample form and preparation instructions.

 .070 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 or on some other form.

Invoices should be sent directly to the department by the supplier. Invoices which are sent to K-State Purchasing 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 using a Purchase Requisition (PR) through K-State Purchasing                                                 

The department prepares an Agency Payment Voucher (APV), attaches the original invoice, signs the APV and sends to K-State General Accounting. Department should retain a copy of the invoice.                                                                              

Materials and/or services ordered by Purchase Order through department's local authority
Upon receipt of invoice, prepare an APV, department head approves the payment by signing APV and send APV and original invoice to K-State General Accounting. Department should retain a copy of the invoice.
Prompt Payment Act (K.S.A. 75-6403) 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 K-State Purchasing, (785) 532-6214.
.080 Insurance

State statutes and procedures require that all purchases for any type of insurance must be requested through the K-State Purchasing. 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 officials to approve, prepare specifications, obtain competitive bids and place the order.

2. Show on the PR 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 K-State Purchasing, and approval for the insurance has been granted.

.090 Computing and Telecommunications Equipment Acquisition

The acquisition of most computing and telecommunications hardware, services, software, supplies, etc. may require prior approval from Information Technology Services. The procedure listed below should be followed when acquiring computing hardware, software, software, services, and/or telecommunication items:

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

2. Contact point for assistance: Information Technology Services, (785) 532-7001

.100 Forms - General Comments and Source of Supply

The forms used for the procurement of all services, supplies, equipment and capital outlay items are as follows. All forms are available on the Purchasing Office website.

1. A Purchase Requisition (PR) is used to order items $10,000 or more in total cost through K-State Purchasing. See PPM Chapter 6310.180 for preparation instructions and a sample form.

2. A Purchase Order (PO) is used to order items which may be purchased direct. See PPM Chapter 6310.190 for preparation instructions and a sample form.

3. 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 on the Division of Financial Services website, under E-forms, Purchasing section. The Contractual Provision Attachment (KSU-146a) must be made part of this agreement.

4. Lecturers, Speakers, or Entertainers Information form is to be used when hiring an individual or group for a one time performance. It is available for departments on the Division of Financial Services website, under E-forms, Purchasing section.

5. 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 or emergency exemption.

6. Vehicle Purchase Requests forms are submitted to the Assistant Vice President, Division of Financial Services for approval to acquire a vehicle. Forms are available on the Purchasing website. Forms are to be filled out and sent through K-State Purchasing first for review, followed by submission to Assistant Vice President, Division of Financial Services for approval.

7. Vehicle Loss Report form is used when reporting an accident under the State's vehicle liability policy. The form is available at the Division of Financial Services website, under E-forms, Purchasing section.

8. Sales Tax Exemption Certificate is required by vendors to verify K-State's exemption from the State of Kansas sales tax.

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

10. A Notice of Complaint to Vendor is used to file an official complaint against a vendor. See PPM Chapter 6310.220 for preparation instructions and a sample form.

Forms may be obtained from the Division of Financial Services. Samples forms and instructions for completing those forms are provided in PPM Chapter 6310.170 through 6310.220.

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

The executive director of the Kansas Board of Regents must be notified of any contract in excess of $1,000,000 prior to execution of the contract.

To assist in the implementation of this regent's policy, please notify in writing the Division of Financial Services when processing proposed contracts involving funds 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 Assistant Vice President for the Division of Financial Services and forwarded to the Kansas Board of Regents. Please be aware that it is not the intent of this policy that the Kansas 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 K-State Purchasing at (785) 532-6214.

.120 Business Procurement Card (BPC)
Kansas State University has a business procurement card program to be used for the purchase of small dollar items (in lieu of a PO). K-State 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 on the General Accounting website. Contact General Accounting (785) 532-6202 for the training schedule and any additional questions.
.130 Vendor Information

Refer interested vendors to the K-State Purchasing website for:

1. Posting of solicitations

2. Information on doing business with K-State

3. Sites to register as disadvantaged business enterprises

4. Other information (e.g., Open Records requests, W-9 form, State tax issues, etc.)

 .140 Vendor Debarment

K-State Purchasing researches vendor backgrounds prior to placing an order or establishing a contract. A vendor may be debarred from doing business with Kansas State University for any of the following reasons:

1. Conviction of a criminal offense in relation to obtaining or attempting to obtain a K-State contract or in the performance of such contract;

2. Conviction under under State of Kansas or Federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records or receiving stolen property.

3. Conviction under State of Kansas or Federal antitrust statutes arising out of the submission of bids or proposals.

4. Failure to perform in accordance with the terms of one or more contracts following notice of such failure, or a history of failure to perform, or of unsatisfactory performance on one or more contracts;

5. The vendor is currently under debarment by any other governmental entity that is based upon a settlement agreement or a final administrative or judicial determination issued by a Federal, state or local governmental entity.

.150 Procurement Methods And Limitations

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 sub-object codes and for the K-State sub-object codes, refer to the Accounting PPM Chapter 6320.

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

.160 Questions

Any questions related to purchasing regulations should be referred to the K-State Purchasing office, (785) 532-6214, kspurch@k-state.edu. Questions related to travel purchases should be referred to the Division of Financial Services, General Accounting, (785) 532-7356.

.170 Purchasing Forms
Actual forms are available on the Division of Financial Services website under E-forms. Information on completing some of the forms follows.
.180 Purchase Requisition (PR)

Purchase Requisitions are to be prepared using the following information. View the Purchase Requisition form.

Document DateInsert date PR is prepared. Use 6 digits (Example 07-01-17).
Effective DateLeave this space blank.
Agency No.The Kansas State University agency code number (367) is pre-printed in this space.
Current Doc. No.Systems assigns.
AmountInsert the appropriate dollar amount for each sub-object code.
ProjectInsert the ten digit K-State project number from which the expenditure is to be made.
AwardApplicable when grant funds are used. Six-digit alpha-numeric entry
SourceInsert four-digit general ledger segment which represents the fund and index..
Org (Organization)Insert the five-digit number representing the university department.
Object CodeInsert the general ledger segment used to classify the accounting expense, e.g. E2440.
TotalInsert total amount of the P.R., including any continuation sheets.
Mail Invoice ToInsert address including name of department and building, street address, city, state and zip code.
Ship ToInsert shipping address including name of department and building, street address, city, state and zip code.
Signature BlockSignature of Provost, Vice President, Dean, Director, Department Head or person authorized to spend from the project is required.
DateInsert date P.R. is signed.
Procurement OfficerLeave blank.
Requisition NumberDepartment assigns requisition number and inserts in this space.
Department ContactComplete
Email Address, Phone NumberComplete
Requested QuantityInsert the number of units.
UnitInsert the unit of measure such as, "dozen", "each", "pounds", "reams", etc.

Description of Article or Service

*Attach Microsoft Word documents for additional information.

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-State. 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 PR. 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.

Unit PriceInsert estimated unit price.
AmountInsert estimated total cost of each item.
Document TotalInsert total estimated cost of all items.
Suggested VendorInsert 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.
Payment From More Than One FundIf payment is to be made from more than one fund, object code or K-State project, complete items 17 through 22 for each.
.190 Purchase Order (PO)

To be used by department ordering directly. To utilize K-State Purchasing services, PRs must be submitted. POs are to be prepared with the following information. View the Purchase Order form.

P.O. No.Purchase Order Number, assigned by the department, is printed in this space.
Doc. No.System assigns number.
Document DateSystem date P.O. prepared.
Modified DateLeave blank.
FEIN or SSNIf new vendor, leave blank.  Contact General Accounting to set up vendor in Financial Information System (FIS).
Vendor InfoInsert complete vendor's information: Include order address, city, sate, zip, as taken from the vendor's quote or contract.
Paying Agency responsible for invoicesInsert address including name of department, building, street address, city, state, zip code, contact person, and phone number.
Shipping AddressComplete the shipping address section.
AmountInsert the appropriate dollar amount for each object code.
ProjectInsert the K-State 10-digit account number from which payment is to be made and the four-digit sub-code.
AwardApplicable when grant funds are used.
SourceInsert the four-digit general ledger segment, which represents the fund and index.
OrgInsert the five-digit number representing the university department.
Object CodeInsert the general ledger segment used to classify the accounting expense, e.g. E2440
Purchase RequisitionLeave blank unless making an order against a P.R. Insert department's assigned requisition number, if applicable.
TermsInsert terms of payment if appropriate, e.g. net 30 days.
F.O.B.Usually "Destination Prepaid & Allowed". See definitions for more detail.
ContractInsert contract number if items are covered by contract or quote number; otherwise, leave this space blank.
Delivery DateInsert 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.
Document TotalInsert total amount of the document. If continuation sheets are used, total amount goes on last continuation sheet.
QuantityInsert the number of units.
UnitInsert the unit such as, "dozen", "each", "ream", "pounds", etc.
Description of Material or ServiceInsert 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 PO, type the following statement in the description area: See attached continuation sheet. Prepare a continuation sheet, attaching a copy behind each copy of the PO.

Unit PriceInsert 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 PO. CONTRACT ITEMS MUST SHOW UNIT PRICE.
AmountInsert extended price for each item ordered.
Document TotalInsert total amount of the document. If continuation sheets are used, total amount goes on last continuation sheet.
Agency Purchasing CertificationSignature of person authorized to spend from the project(s).
DistributionThe 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 FundIf payment is to be made from more than one fund, object code or K-State account, complete items 19 through 24 for each.
.200 Contractual Provisions Attachment, Form KSU-146a

The Contractual Provisions Attachment contains several provisions derived from State of Kansas laws and regulations, which must be addressed in all contracts that are entered into by Kansas State University. Some provisions are mandatory and others are for the protection of the State/University but can be changed or deleted. Specific questions should be directed to K-State General Counsel Office. The Contractual Provisions Attachment, KSU-146a, must be attached to the contract or the KSU-146a language incorporated in the contract. If the KSU-146a is attached, the following provision that is shown at the beginning of the KSU-146a must be included in the contract:

"The Provisions found in Contractual Provisions Attachment (Form KSU-146a, Rev. 7-20), which is attached hereto, are hereby incorporated in this contract and made a part hereof."

View the Contractual Provisions Attachment - Form KSU-146a.

Contract No.Complete if known, otherwise leave this space blank.
DateInsert day, month, and year contract is signed.
DistributionThe department attaches one copy to each copy of the contract or agreement.
InitialsVendor initials to acknowledge acceptance.
.210 Purchasing Signature Authority

The delegation of authority to purchase with departmental funds is formalized through the creation and Division of Financial Services retention of the Department Purchasing Signature Authorization form. The Signature Authority, Dept Purchase/Contract form is available on the Purchasing website. This form can be used to certify the delegation of procurement signature authority to campus department personnel for purchasing documents (PRs, POs, prior authorizations, contracts, etc.) as allowed by the State of Kansas, Kansas Board of Regents and Kansas State University policies and procedures. Please complete this form and forward it to the Purchasing Office in Unger Complex, 2323 Anderson Avenue, Suite 500, when there are departmental personnel changes that affect the positions responsible for approving departmental purchases. Questions concerning this form or those departmental officials who are currently authorized to approve purchases may be forwarded to the Purchasing Office, (785) 532-6214 or kspurch@k-state.edu.

.220 Complaint to Vendor

If problems arise with a product/vendor, departments are to contact the vendor first and give them the opportunity to correct the situation. Keep a log of calls made to the vendor's staff throughout the problem resolution attempt. Should the problem persist and the vendor is not responding, a Complaint to Vendor form needs to be filled out and sent, with any appropriate documentation, to the K-State Purchasing Office.  In turn, K-State Purchasing will review the situation and contact the vendor. Failure on the vendor's part to respond may result in the removal from the vendor list.

Notice of Complaint to Vendor forms are to be prepared as follows. View the Complaint to Vendor Form KSU DA-112.

DateInsert the date the form is prepared.
Vendor InformationInsert name and address of vendor on form.
Department InformationInsert name and address of department.
Purchase Order/Contract. No.Insert applicable number, whether a PO or contract number.
Date of Purchase OrderInsert date order was placed.
ComplaintInsert an "x" in the appropriate block(s) to identify the complaint.
RemarksDescribe the complaint. Be specific and accurate. List chronically the steps taken with the vendor to correct the problem.
Person Initiating ComplaintSignature and title of person(s) initiating complaint.
Authorized SignatureSignature of Director or Department Head.
DistributionSend original and one (1) copy to K-State Purchasing. Department retains photocopy if desired.