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Purchasing Procedures and Guidelines

  1. The Purchasing Workday information is located at FHSU Training Library: Purchasing Procedures and Workday Requisitions.
  2. Purchasing Thresholds: 
    • $25,000 and over for Formal Bids. 
    • $10,000 - $24,999.99 for Informal Bids.
    • $10,000 or greater for Prior Authorizations.
    • Less than $10,000 for Regular Purchases.
    • Exceptions: Membership Dues, Subscriptions, and Speakers/Entertainers.

    • NOTE: The P-Card per transaction amounts will continue to be authorized up to $5,000.  If a purchase amount is from your transaction amount to $9,999.99, a purchasing form is no longer needed; but a P-Card Request Form through the Business Office will need to be completed to open your P-Card to the amount for payment.

  3. When the bid process is finished, the appropriate Workflow Apps form will be completed.
    • Bid Comparison form for the Formal Bid process for purchases $25,000 or greater, including items on state contracts and should include all items for the project/order.
    • Informal Bid form for the Informal Bid process for purchases from $10,000 to $24,999.99, including items on state contracts and should include all items for the project/order.
    • Prior Authorization form for Sole Source (Goods), Consulting (Services), or Delegated Authority (Emergency purchases to be determined by the Purchasing Office) of $10,000 or greater that should include all items for the project/order.
  4. When the Workflow Apps form (Bid Comparison, Informal Bid, or Prior Authorization) is started a purchase order can be processed:
    • If the Supplier accepts payment by credit card without fees, complete:
      • Workflow Apps PCard 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 $10,000 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:
      • Workflow Apps PCard Purchase Order form
      • Reminder:Do NOT complete a Workday Requisition.
    • If the Supplier requires payment by check or ACH, create a Workday Requisition.
    • NOTE: If the Supplier does not require a purchase order, submit a Supplier Invoice. 
  6. Monthly Payments: (Utilities and Other Blankets - monthly trash service, Midwest Energy, monthly laundry services.)
    • Payment by credit card
    • If the Supplier requires payment by check or ACH, create a Workday Requisition.
  7. Other Forms located at FHSU Training Library: Purchasing and Requisitions:
  8. Send all contracts, agreements, booth rentals, applications, grants, insurance applications, including electronic versions, to purchasing@fhsu.edu for pre-approval and signature. General Counsel reviews the document(s), and the President or Vice President for Administration and Finance are the only ones authorized to sign the documents on behalf of the university.
  9. The Purchasing Office will send the purchase order, quote, contract document(s), and the Fort Hays State University DA-146a (terms and conditions) to the Supplier. NOTE: As part of our security and compliance requirements, the University must maintain a recent HECVAT (Higher Education Community Vendor Assessment Toolkit) or SOC 2 report from vendors who provide IT products or services to the university before contracts are signed.
  10. Once the goods are ready to ship or are received or the service completed, the department will notify the Purchasing Office by email, purchasing@fhsu.edu, or phone to approve the Workflow Apps 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 Workflow App purchasing form means your credit card is opened to the authorized amount and the Supplier can be contacted to make payment.

Guidelines

  1. Office supplies are purchased through each department’s Staples or Amazon accounts. These are set up through Central Purchasing. Items from Wal-Mart and Sam's Club will be purchased by Central Purchasing for the departments.
  2. Amazon orders should be processed through the Amazon Business Prime account. Specific individuals are set up with accounts. If a new administrative employee needs an account setup, please reach out to Central Purchasing at 785-628-4239 or by email to CentralPurchasing@fhsu.edu. 
  3. Remember to check with various campus services provided by the university before outsourcing. This includes areas listed below and Teaching Innovation and Learning Technologies (TILT):
    • University Marketing must approve all design/graphic materials used in FHSU-related print or digital marketing.
    • All printing requests are processed through Printing Services, or call 785-628-5310.
    • Computer hardware and software are purchased through Technology Services, This includes sole source boxed software, software licensing, and software maintenance.
  4. HON is the standard of the furniture on the campus. For orders over $10,000, contact Facilities Planning, 785-628-5975, and for orders under $10,000, contact Central Purchasing, CentralPurchasing@fhsu.edu or 785-628-4239. 
  5. Exclusive Beverage Contract is through Pepsi. This includes purchases of bottled water and all Pepsi Products. No other brands are allowed. Please order through the Union Catering Company by calling 785-628-5087 or emailing sales@theunioncc.com
  6. Food Services Contract is through the Union Catering Company. This is for ALL catering on campus. Please contact the Union Catering Company at 785-628-5087 or email sales@theunioncc.com for catering requests. 
  7. If purchasing from state contracts or FHSU specific contracts, instruct the Supplier to include the contract # on the quote and invoice. When processing the Requisition, include the contract number on the Services/Goods Lines in the FHSU and State Contract section, or when processing the credit card payment, include the contract number on the Transaction Detail Line in the FHSU and State Contract section.
  8. Prepayment of goods, services, or lodging is not allowed per The Kansas Prompt Payment Act. 
  9. If scheduling meeting rooms, lodging, and/or food for a special event or conference and the cost is over $10,000, bids must be processed.
  10. Contact the Purchasing Office at purchasing@fhsu.edu for assistance with the following:
    • Requesting Tax Exemption Certificate - send vendor name, address, description of purchase, funding source FH (state funds), SA (student activity), AT (athletics association), or Foundation Funds), and name of the person’s P-card being used with the last four digits of the card number.  
    • As of 07/01/2026, the state requires a new form:  Sales and/or Transient Guest Tax Exemption Certificate for Lodging. Please include the name of the person authorized to use the card and last four (4) digits of the P-Card.  When checking in you will need to write in your room number and sign on the “Hotel Guest Signature”.

      • Example: Baymount Inn, 3801 Vine Street, Hays, KS 67601, lodging for FHSU employee Wesley Wintch from 7/1/26-7/2/26, using FH funds, Wesley Wintch’s P-card, last 4 digits -1234.

        • Please note if you are using foundation funds or athletic funds, you will need to contact those areas directly as they have a different tax exemption number. 
        • If you are reselling items using student activity funds, please note this in your email request as this is a different form and number as well. 

 

How to Reach Us

Office of Purchasing
Fort Hays State University
600 Park Street
Sheridan Hall 318
Hays, KS 67601
Phone: 785-628-4251
Fax: (785) 628-4046

Office Hours:
Monday-Friday 8:00 a.m. - 4:30 p.m.