Purchasing - Frequently Asked Questions
The Kentucky Model Procurement Code is a set of laws and regulations regarding the methods and procedures we use to purchase goods and services.
WKU Purchasing must review and sign all University contracts. Only those individuals specifically designates in writing by the Board of Regents can authorize purchases. State regulations (Kentucky Revised Statutes) must be followed at all times to insure that all purchases are legal. So, please involved WKU Purchasing before committing your department. Unauthorized purchases are a violation of University policy.
According to KRS 45A.100, any purchase up to $40,000 falls under the small purchase administration regulations. Any purchase $40,000 or greater requires an authorized contract. If your purchase is between $20,000 and $40,000 and is not available through an existing contract, three quotes should be obtained and forwarded to Purchasing along with the requisition for purchase.
Some vendors require contracts of their own even if the purchase amount is below $40,000. WKU Purchasing must review all vendor contracts with the appropriate parties and the designated Purchasing Agent will sign the contract and authorize initiation of work.
Yes. Depending on the nature of products or services being purchased it can sometimes be advantageous to the University to participate in a RFP or Bid process even if it's not required based on dollar amount. This will allow thorough unbiased vendor selection and the utilization of your Purchasing Agent in negotiating a contract specific to the University's needs and goals.
Requisitions go through an approval process, with the Purchasing Agent being the final approver.
Grant purchases are subject to rules called Uniform Guidance. They require quotes on any grant purchase costing $10,000 or more and competitive bid/RFP on anything $40,000 or more.
In many cases, we have existing competitively bid and award contracts we can use in lieu of getting the quotes of bids ourselves. Please contact Supply Chain Management for help finding existing contracts or for help getting quotes or bids.
For TopShop training, contact Pam Davidson.
For Banner, call Information Technology Services (ITS) Helpdesk at 5-7000.