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Purchasing Procedures

Chapter 6310

Revised July 31, 2012

Table of Contents

.010 General Purchasing Policy

.020 Responsibilities

.030 Purchasing Procedures

.040 Sole Source Purchases 

.050 Emergency Purchases

.060 State Contract Items

.070 Interdepartmental Purchases and Payments

.080 Reporting Damaged, Substitute or Unsatisfactory Merchandise

.090 Paying for Material or Service Received

.100 Copying Equipment and Supplies Acquisition

.120 Computing and Telecommunications Equipment Acquisition

.130 Forms - General Comments and Source of Supply

.140 Board of Regents Policy on Contracts in Excess of $1,000,000

.150 Business Procurement Card

.160 Questions

.200 Procurement Methods and Limitations

.210 Index of Procurement Method by Expenditure Object Codes

.230 Purchasing Forms

.240 Purchase Requisition (P.R.)

.250 Purchase Order (P.O.)

.270 Purchase Cover Sheet

.280 Contractual Provisions Attachment, Form DA-146a

.300 Complaint to Vendor


.010 General Purchasing Policy

Kansas State University Purchasing Office'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, 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 & 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 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 .

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 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 $5,000 without competitive bidding requirements.  However, departments are encouraged to seek competition whenever possible.
 
2.  Departments may submit P.R.'s costing less than $5,000 to the K-State Purchasing Office for competitive bidding, if desired.
3.  Purchase Requisitions (P.R.'s) for purchases over $5,000 are to be submitted to K-State Purchasing for competitive bids process by the K-State Purchasing Office.
 
4.  Established contracts may be used for purchasing without competitive bidding process.

5.  For sole source purchases, departments are to send a Prior Authorization form to K-State Purchasing Office.
6.  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.
 
7.  Local purchasing authority to enter into maintenance agreements 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.V. along with a copy of the vendor's invoice.   See PPM Chapter 6310.280 for form.
 
8.  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 OMB Circular A-21 and A-110, Section N & O
g.  Prompt Payment Act
h.  Disadvantages Business Enterprises
i.   State Engineering and Architectural Services
j.   Hospitality (meals, lodging, entertainment)
k.  Moving Expenses

l.   Building and Grounds

.040 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.

Emergency purchases are a special type of sole sources. Those transactions required to obtain equipment, supplies, foods, services, or materials necessary for preservation of life or property, or to avoid serious disruption of university operations may be biddable with fast response the number one criteria.

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

.050 Emergency Purchases

 

.060 State Contract Items

Items covered by state 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 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
K-State 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 K-State departments are ordered by using an Interdepartmental Voucher (I.D.V.) form or a K-State 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 K-State 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 K-State Purchasing Office.

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 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 or on some other form.

Invoices should be sent directly to the department by the supplier.  Invoices which are sent to the K-State 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 a Purchase Requisition (P.R.) through K-State 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 K-State Accounts Payable 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 K-State Accounts Payable.  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 K-State Purchasing Office, (785) 532-6214.

.110 Insurance

State statutes and procedures require that all purchases for any type of insurance must be requested through the K-State 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 K-State 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, etc. require prior approval from the Director of Computing and Telecommunications Services (CTS).  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, 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 over $5,000  in total cost through K-State Purchasing. 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 Division of Financial Services website, http://www.k-state.edu/finsvcs/, 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.  It is available for departments on the Division of Financial Services website, http://www.k-state.edu/finsvcs/, 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, or emergency exemption.

7.  Vehicle Purchase Requests forms are submitted to the Vice President for Administration and Finance (VPAF) for approval to acquire a vehicle.  Forms are available on the Division of Financial Services website, http://www.k-state.edu/finsvcs/, under E-forms, Purchasing section.  Forms are to be filled out and sent through K-State Purchasing Office first for review, followed by submission to Vice President for Administration and Finance 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 Division of Financial Services website,  http://www.k-state.edu/finsvcs/ 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 Division of Financial Services website, http://www.k-state.edu/finsvcs/,  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 Division of Financial Services website, http://www.k-state.edu/finsvcs/,  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.  

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 Division of Financial Services :  http://www.k-state.edu/finsvcs/.   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 Kansas 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 regent's policy, please notify in writing the Division of Financial Services when processing 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 Assistant Vice President for the Division of Financial Services and forwarded to the Kansas Board of Regents office. 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 Office, (785) 532-6214.

 

.150 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 an APO).  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 in the Accounts Payable section at  http://www.k-state.edu/finsvcs/.  Contact Accounts Payable at (785) 532-6202 for the training schedule and any additional questions.

 

.160 Questions

Any questions related to purchasing regulations should be referred to the K-State Purchasing Office, (785) 532-6214. Questions related to travel purchases should be referred to the Division of Financial Services, Accounts Payable, (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

K-State 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 K-State 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 K-State 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 may 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
Postage -  Includes postal insurance charges.
Commercial Local Communication Service-  Telecommunications approval required. 
Commercial Long Distance Service
Other Commercial Communication Service
Intergovernmental Local Communication Service
Intergovernmental Postage
Intergovernmental Long Distance Communication Service
Other Intergovernmental Communication Service
Other Communications - Telecommunications approval required.  See PPM Chapter 6310.120


                                    2101 - FREIGHT AND EXPRESS

Agency Moving Expenses (office)
Employee Moving Expenses (In-State). See Accounting PPM Chapter 6320.05 for further instructions.
Employees Moving Expenses (Out-of-State) See Accounting PPM Chapter 6320.05 for further instructions.
Other Freight and Express


                                    2201 - PRINTING AND ADVERTISING

Printing and Binding by State Facilities (Payments to State Facilities only) - MUST BE PURCHASED FROM K-STATE PRINTING SERVICE REGARDLESS OF SOURCE OF FUNDING OR COSTS.
Duplicating, Blue Printing and Reproducing - MUST BE PURCHASED FROM K-STATE PRINTING SERVICE REGARDLESS OF FUNDING OR COSTS.
Advertising (Classified, Legal and Radio or Television Time) 
Other Vendor Printing and Binding (Written exemption from K-State Printing Service 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.)

Rent of Reprographic Equipment - Includes all types of office copying and duplicating equipment. 
Rental Space in Buildings -  A Real Estate Lease Agreement (Form DA-46) must be completed and approved prior to entering into any rental agreement.
Rent of Equipment (Including lease agreements)-  Show rental period in description area. Telecommunications rentals must have prior written approval from the Director of Telecommunications.
Rent of Land- A Real Estate Lease Agreement (Form DA-46) must be completed and approved prior to entering into any rental agreement.
Rental of Computer Information Processing Equipment
Rental of Computer or Information Processing Software 
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. 
Other Rentals- Used only if item does not fall within above classifications.


                                    2401 - REPAIRING AND SERVICING

Repairing and Servicing Passenger Cars
Repairing and Servicing Other Self-Propelled Equipment
Repairing and Servicing Machinery and Equipment (except self-propelled) and Furniture and Fixtures
Repairing and Servicing Building and Grounds-  Must be approved by Director of Facilities Management
Repairing and Servicing Information Processing Microcomputer Systems and Data Communications Equipment
Repairing and Servicing Computer Systems and Information Processing Equipment Software
Repairing and Servicing Not Otherwise Classified


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


                                    2601 - FEES - OTHER SERVICES

Recruitment Expenses (Interview expenses)
Honorariums. See PPM Chapter 6320 for more information.
Data Processing Services and Database Access Fees. 
Recording Fees, Servicing Fees and other Court Costs
Laboratory Fees
Tuition for Employees
Other Fees. Includes those costs not included in above fee categories or professional fee and Page Cost for Publications.


                                    2701 - FEES, PROFESSIONAL SERVICES

Architects and Engineers. Contact Assistant Vice President for Facilities, Division of Facilities for further instructions.
Attorneys and Lawyers
Physicians and Medical Associations
Hospitals and Nursing Homes
Advertising Agencies
Veterinarians
Lecturers, Speakers and Entertainers (Professional)
Accountants and Auditors
Consultant and/or Other Professional Fees


                                    2801 - UTILITIES, EXCEPT TELEPHONE AND TELEGRAPH

Electricity
Natural Gas
Steam for Heat
Water
Sewage Charges
Solid Waste Charges
Other Utilities


                                    2901 - OTHER CONTRACTUAL SERVICES

Dues, Memberships and Subscriptions
Laundry, Dry Cleaning and Towel Service
Recreation and Entertainment - See PPM Chapter 3050 for instructions.
Rewards, Premiums, Bounties and Awards (non-employee)
Surety Bonds and Insurance Premiums- See PPM Chapter 6310.110 and PPM Chapter 6030 for instructions.
Official Hospitality-  See PPM Chapter 3050 for instructions.
Employee Awards (non-cash)
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.   See PPM Chapter 6312 or Division of Financial Services web page for a list of contract items.

Clothing
Feed and Forage
Food for Human Consumption


                                    3301 - FUEL, OTHER THAN FOR MOTOR VEHICLES

Coal and Coke
Fuel Oil, Diesel and Kerosene
Liquid Propane Gas and Butane
Other Fuel


                                    3401 - MAINTENANCE AND CONSTRUCTION MATERIALS,
                                                SUPPLIES AND PARTS

Materials and Supplies for Buildings and Grounds-  Be sure to work with Facilities regarding all repair/renovation plans.
Computer Systems Maintenance, Parts and Materials
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.

Gasoline
Diesel Fuel
Gasohol
Liquefied Petroleum, Butane and Natural Gas (Motor Vehicle)
Aircraft Fuel
Motor Oil
Other Parts, Supplies and Accessories


                                    3601 - PROFESSIONAL AND SCIENTIFIC SUPPLIES AND MATERIALS -

Drugs and Pharmaceuticals
Animal Drugs
Chemicals
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 Use Catalog Vendors (Blind and Handicapped Made Products), and must be purchased from these sources or the K-State Office Supplies Store. 

Stationery and Office Supplies. 
Data Processing Computer Supplies. 
Telecommunication Termination Equipment.  Must have prior written approval from the Director of Telecommunications.  


                                    3801 - RESEARCH 

Research Supplies and Materials (except chemicals)
Research Chemicals


                                    3901 - OTHER SUPPLIES, MATERIALS AND PARTS
 

Agricultural Supplies, Materials, and Parts (other than Feed and Forage) 
Household, Laundry and Kitchen Supplies and Materials.   
Power Plant Supplies
Recreation Supplies and Materials
Small Tools
Supplies Used in Manufacturing and Printing (for resale)
Commodities Purchased for Resale to K-State Departments
Other Supplies Materials and Parts

 

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 

Agricultural Equipment and Machinery
Household, Laundry and Kitchen Equipment and Furniture
Office Furniture, Fixtures and Equipment
Professional and Scientific Equipment
Passenger Cars -   Must have prior written approval.  A Vehicle Request form is available at electronic forms at http://www.k-state.edu/finsvcs/
Trucks and Other Self-Propelled Equipment -   Must have prior written approval. A Vehicle Request form is available at electronic forms at  http://www.k-state.edu/finsvcs/
Shop and Plant Maintenance Equipment
Other Equipment, Machinery, Furniture and Fixtures
Livestock
Books and Library Material Purchased Direct from Publisher
Reprographic Equipment 
Microcomputer Systems and Support Equipment
Information Processing Equipment
Computer Systems Information Processing or Microcomputer Systems Software  
Building and Improvements -  See PPM Chapter 7810 for additional information.


                                    4301 - LAND AND INTEREST IN LAND-

Land and Interest -  Approval from Vice President of Administration & Finance required.
Mineral Rights - Approval from Vice President of Administration & Finance required.
Assessments for Improvements
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.

Telecommunications Termination Equipment
Telecommunications Switching Equipment
Telecommunications Transmission Equipment
Radio (Portable) Equipment
Radio (Fixed) Equipment
Data Communications Equipment
Equipment Purchases for Sponsored Contracts


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

Sales Tax on Regents Housing Facilities Purchases
Capital Outlay Items Purchased for Resale to K-State Departments

.230 Purchasing Forms

        Actual forms are available at the Division of Financial Services under E-forms. Information on completing some of the forms follows.

 

.240 Purchase Requisition (P.R.)

Purchase Requisitions are to be prepared using the following information.  

Take me to the Purchase Requisition form
Document Date Insert date P.R. is prepared. Use 6 digits (Example 03-01-99).
Effective Date Leave this space blank.
Agency No. The Kansas State University agency code number (367) has been pre- printed in this space.
Current Doc. No. System assigns.
Amount Insert the appropriate dollar amount for each sub-object code.
Project Insert the ten digit K-State project number from which the expenditure is to be made.
Award Applicable if grant funds are being used.  Six-digit alpha-numeric entry
Source Insert four-digit general ledger segment which represents the fund and index.
Org (Organization) Insert the five-digit number representing the University department.
Object Code Insert the general ledger segment used to classify the accounting expense, e.g. E2440.
Total Insert total amount of the P.R., including any continuation sheets.
Mail Invoice To Insert address including name of department and building, city, state and zip code.
Ship To Insert shipping address including name of department and building, city, state and zip code.
Signature Block Signature of Provost, Vice President, Dean, Director, Department Head or person authorized to spend from the project is required.
Date Insert date P.R. is signed.
Procurement Officer Leave blank.
Requisition Number Department assigns Requisition number and  inserts in this space.
Department Contact Complete
Email Address, Phone Number Complete.
Requested Quantity Insert the number of units.
Unit Insert the unit of measure such as, "dozen", "each", "pounds", "reams", etc.
Description of Article or Service

*Microsoft Word documents may be attached.

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:  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 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.

Unit Price Insert estimated unit price.
Amount Insert estimated total cost of each item.
Document Total Insert total estimated cost of all items.
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.
Distribution: Purchase Requisitions must be sent electronically to K-State Purchasing Office with the original signed and mailed to the K-State 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 K-State project, complete items 17 through 22 for each.

 

.250 Purchase Order  (.P.O.) 

To be used by department ordering directly. To utilize K-State Purchasing services, a purchase requisition (P.R.) must be submitted. P.O.'s are to be prepared with the following information.

 
Take me to the P.O. form 
P.O. No. Purchase Order Number, assigned by the department,  is printed in this space.
Doc. No. System assigns number.
Document Date System date P.O. prepared. 
Modified Date Leave blank.
FEIN or SSN If new vendor, leave blank.  Contact Accounts Payable to set up vendor in Financial Information System (FIS.)
Vendor Info Insert complete vendor's information: Include order address, city, sate, zip, as taken from the vendor's quote or contract.
Paying Agency responsible for invoices Insert address including name of department, building, city, state, zip code, contact person, and phone number.
Shipping Address Complete the shipping address section.
Amount Insert the appropriate dollar amount for each object code.
Project Insert the K-State 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".10
Award Applicable if grant funds are being used. 
Source Insert the four-digit general ledger segment which represents the fund and index.
Org Insert the five-digit number representing the University department.
Object Code Insert the general ledger segment used to classify the accounting expense, e.g. E2440
Purchase Requisition Leave blank unless making an order against a P.R.  Insert department's assigned requisition number, if applicable.
Terms Insert terms of payment if appropriate, e.g. net 30 days.
F.O.B. Usually "Destination Prepaid & Allowed". See definitions for more detail. 
Contract Insert state contract number if items are covered by contract.    Otherwise leave this space blank.
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.
Document Total Insert total amount of the document.  If continuation sheets are used, total amount goes on last continuation sheet.
Quantity Insert the number of units.
Unit Insert the unit such as, "dozen", "each", "ream", "pounds", etc.
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 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 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 P.O. STATE CONTRACT ITEMS MUST SHOW UNIT PRICE.
Amount Insert extended price for each item being ordered.
Document Total Insert total amount of the document.  If continuation sheets are used, total amount goes on last continuation sheet.
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.   
Payment From More Than One Fund If payment is to be made from more than one fund, object code or K-State account, complete items 19 through 24 for each.

 

.270 Purchase Cover Sheet

The Purchase Cover Sheet provides a standard means to: (1) record certain contracts in the University’s financial system; (2) encumber funds for future payment of department’s contract obligations incurred; and (3) allow departments to report pertinent contract information to K-State Purchasing Office. This form allows departments to establish contracts by using either vendor supplied or department prepared contracts containing terms and conditions deemed necessary.  Use of the Purchase Cover Sheet is optional.

Purchase Cover Sheet forms are available on E-Forms or contact the K-State 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.

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

Take me to  Purchase Cover Sheet Form

 
Current Doc. No. System assigns number.
Document Date System inserts date Cover Sheet is prepared. 
Effective Date Type in applicable date. 
Agency Contract Leave blank until K-State Purchasing Office assigns number.  Leave blank, if new agreement.  Put in assigned number if renewal.

FEIN or SSN No. and Vendor SFX No.

Utilize search capability for vendor.  If not found, set up as a new vendor. Insert suffix number, if applicable.
Vendor Insert Contractor's complete name and mailing address.
Contracting Agency Name Insert Kansas State University department's name, city, state and zip code.
Sfx (Suffix) Already numbered. This is a sequential line number that relates to each line transaction. A continuation sheet is used for more lines.
Amount Insert the appropriate dollar amount for each sub-object code for the current fiscal year.
Project Insert the ten digit number. from which payment is to be made.
Award Applicable if grant funds are being used.  Six digit alpha-numeric entry.
Source Insert the four digit general ledger segment which represents the fund and index.
Org Insert the five digit number representing the University department.
Object Code Insert the general ledger segment used to classify the accounting expense, e.g. E2440.
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.

Prior Enc. No. Insert previous encumbrance number when contract type is "Amended Contract Terms" or "Re-encumber Previously Approved Contract".
Contract Description Insert a brief description of services to be received.
Total Contract Commitment Amount Insert total amount committed over the life of the contract.
Contract Beginning Date Insert the date the contract becomes effective.
Contract Ending Insert the ending date of the contract.  
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:

19 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.

Agency Attorney Left blank. Completed by the KSU General Counsel
Department Head Insert signatures of Department Head, Dean, Director, Provost or Vice President in this space.
Agency Authorized Signature Left blank. Completed by the Division of Financial Services.
Distribution The original is to be sent to K-State Purchasing.  K-State Purchasing keeps originals and copies go to Contractor, Department, OFPM (if applicable.)

.280 Contractual Provisions Attachment, Form DA-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 DA-146a must be attached to the contract or the DA-146a language incorporated in the contract. If the DA-146a is attached, the following provision that is shown at the beginning of the DA-146a must be included in the contract:

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

 

Kansas Contractual Provisions Attachments is prepared as follows:

 

Contract No. Complete if known, otherwise leave this space blank.
Date Insert day, month and year contract is signed.
Distribution The department attached one copy to each copy of the contract or agreement.
Initials Vendor initials to acknowledge acceptance.

.300 Complaint to Vendor

If problems arise with a product/vendor, departments are asked 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 their removal from the State’s & K-State’s vendor list.

Notice of Complaint to Vendor forms is prepared as follows: 

Take me to the Complaint to Vendor Form

 
 
Date Insert the date the form is prepared.
Vendor Information Insert name and address of vendor on form.
Department Information Insert name and address of department.
Purchase Order/Contract. No. Insert applicable number, whether P.O., or Contract.
Date of Purchase Order  Insert date order was placed.
Complaint Insert an "x" in the appropriate block(s) to identify the complaint.
Remarks Describe the complaint.  Be specific and accurate.   List the steps taken with the vendor to correct the problem.
Person Initiating Complaint Signature and title of person(s) initiating complaint.
Authorized Signature Signature of Director or Department Head.
Distribution Send original to K-State Purchasing.   Department retains copy if desired.
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Kansas State University
July 31, 2012