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Guidelines for State Account Purchases

Purchasing Guidelines

1. The Purchasing Procedures and Guidelines are listed below. Complete Purchasing process for Workday is located on the FHSU website: https://www.fhsu.edu/workday/Purchasing/

2. Purchasing Thresholds:

3. Once the bid process is finished, the appropriate Online Workflow Form (which replaces Lotus Notes) will be completed. Exceptions: Membership Dues, Subscriptions, and Speakers/Entertainers

  • Bid Comparison Form for the Formal Bid process for purchases $25,000 or greater, including items on state contracts
  • Informal Bid Form for the Informal Bid process for purchases $5,000 to $24,999.99, including items on state contracts
  • Prior Authorization for Sole Source (Goods), Consulting (Services), or Delegated Authority (Emergency purchases to be determined by the Purchasing Office) of $5,000 or greater

4. Once the Online Workflow Form (Bid Comparison Form, Informal Bid Form, and Prior Authorization) is verbally approved by the Purchasing Office, a purchase order will be processed:

  • If the Supplier accepts payment by credit card without fees, complete:
    • Online Workflow P-Card Purchase Order Form
    • Reminder: Do not complete a Workday Requisition
  • If the Supplier requires payment by check or ACH, verify Supplier is on Workday. If not, process a Workday Create Supplier Request. Once the Supplier is approved, create a Workday Requisition

5. Regular Purchases. Less than $5,000 requiring a purchase order sent to the Supplier. Exceptions: Office Supplies, Computer Software and Hardware, Printing Jobs, Real Estate Leases: 

  • If Supplier accepts payment by credit card without fees, complete:
    • Online Workflow P-Card Purchase Order Form
    • Reminder: Do not complete a Workday Requisition
  • If the Supplier requires payment by check or ACH, create a Workday Requisition

6. Monthly Payments (Utilities and Other Blankets - Kaiser Trash, Midwest Energy, Jetz Laundry)

  • Payment by credit card
  • If the Supplier requires payment by check or ACH, create a Workday Requisition

7. All contracts or agreements require pre-approval. General Counsel reviews the document(s), and the President or Vice President for Administration and Finance are the only ones authorized to sign the contract or agreement. This also includes quotes for purchases requiring a signature

8. The Purchasing Office will send the purchase order, quote, contract document(s), and the State of Kansas DA-146a (terms and conditions) to the Supplier

9. Once the goods are ready to ship or received or the service completed, the department will notify the Purchasing Office by email, purchasing@fhsu.edu, or phone to approve the Online Workflow Form

  • If payment is processed by check or ACH and an amount or cost center has changed, the Purchasing Office will need to create a Workday Change Order before the department processes the invoice(s) through the Supplier Invoice Workbench
  • If payment is processed by credit card, approval of the Online Workflow Form means your credit card is opened to the authorized amount and you can contact the Supplier to make payment

 

Reminders:

  • Office supplies are purchased through Central Purchasing
  • Computer hardware and software are purchased through Technology Services, https://www.fhsu.edu/technology/purchasing-procedures/  This includes sole source boxed software, software licensing, and software maintenance
  • All printing requests are processed through Printing Services
  • All Real Estate Leases are processed through the Purchasing Office
  • HON is the campus standard for furniture. Contact Purchasing for order instructions
  • If scheduling meeting rooms, lodging, and/or food for a special event or conference and the cost is over $5,000.00, bids must be processed
  • Contact Purchasing for assistance with the following:
    • Request for Tax Exemption Certificate
    • Request to complete a Credit Application
    • Request for Fort Hays State University W-9