Office of the Provost

Faculty and Unclassified Staff Handbook
Chapter 6 -- Business Affairs: General Regulations, Services, and Procedures

Purchasing Procedures

Fort Hays State University is part of a Regents Purchasing Program designed to allow the university more autonomy in purchasing certain goods/commodities and services with state funds.

Please refer to the following guidelines:

Services provided on campus should be utilized: office supplies are ordered through Central Purchasing, computing supplies are ordered through CTC, printing services are available through the Printing Services office, etc.

$0 - $999.99
Office supplies are purchased through Central Purchasing, https://bigcat.fhsu.edu/cp/. Central Purchasing will research for the best quality at the lowest prices on all office supplies and equipment.  No documentation is required for all other purchases at this price range.

$1,000 - $4,999.99
For purchases higher than state contract price, a Lotus Notes Price Justification Form should be completed. No documentation is required for all other purchases at this price range.

$5,000 - $24,999.99
An Informal Bid Process must be followed, including state contracts, if applicable. A Lotus Notes Informal Bid Form should be completed.

$25,000.00 and over
A Formal Bid Process must be followed, including state contract vendors, if applicable.

Sole Source
For Sole Source purchases $5,000 and over, a Lotus Notes Prior Authorization form should be completed.

Detailed information regarding the Regents Purchasing Program can be located at http://www.fhsu.edu/purchasing/regents-purchasing-program/.

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