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:

Purchasing Thresholds:
 
a.     $25,000 and over for Formal Bids.  The formal bid process is completed by the Purchasing Office.
b.     $3,000 - $24,999.99 for Grants and $5,000 - $24,999.99 for Non-Grants for Informal Bids.  The department will complete the Online Workflow Informal Bid Form.  Include state contract suppliers, if applicable.  
c.     $3,000 or greater for Grants and $5,000 or greater than Non-Grants for Prior Authorizations.  The department will complete the Online Workflow Prior Authorization Form.  
d.     Less than $3,000 for Grants and Less than $5,000 for Non-Grants for Regular Purchases. No documentation is required for purchases at this price range except for products and services provided on campus listed below.

Services provided on campus should be utilized: office supplies are ordered through Central Purchasing, computing supplies are ordered through Technology Services, printing services are available through the Printing Services office, and Real Estate Leases are processed through the Purchasing Office.

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.    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.

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

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