Step 1 - Identify needed product or service
- Obtain all departmental approvals.
- Is the item available in another area of your department?
- Does the item need to be compatible with other items?
- Are there maintenance issues to be considered?
Step 2 - What type of funds will be utilized to pay for the required goods or services?
- State funds
- Grant funds on deposit with the State Treasurer
- KU Center for Research
- KU Endowment Association
Step 3- Is the required product or service an appropriate use of state funds?
Step 4 - Is the required product or service available from an internal source?
- Networking and Telecommunications Services
- Facilities Operations
- IT
- Other
- Contact Purchasing Services or the servicing department with Questions
Step 5 - Is the transaction an emergency?
Step 6 - Is the required product or service available from a "Mandatory Use" contract?
- If so, you must purchase the item or service unless an Off-Contract approval is obtained to buy the item or services from another source.
Step 7 - Is an item or service available from a "Preferred Use" or "Optional Use" contract?
- If so, you may purchase the item or service from the contract vendor regardless of dollar amount.
Step 8- If no mandatory, preferred, or optional contract is available to meet your needs then you must determine the estimated cost of the transaction.
Step 9- If under $5,000, departments are free to purchase from the vendor of their choice.
Step 10- If over $5,000, what is the account code to be utilized?
Step 11- What purchasing procedure is assigned to the applicable account code?
Step 12- If competitive bids are required for the designated account code, is there an applicable prior authorization exemption in KU's Purchasing Procedures?
Step 13- Submit Purchase Requisition to Purchasing Services
