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WSU Policies and Procedures

14.01 / General Purchasing Policies

Effective
July 1, 1997
Last revised
May 28, 2024

  1. Initiating Authority

    1. The Office of Finance and Operations is the initiating authority for this policy.

  2. Purpose

    1. The purpose of this policy is to establish University procurement policies and procedures that align with state laws and KBOR Policies.

  3. Policy

    1. In accordance with state laws, and pursuant to policies of the Kansas Board of Regents, the University has delegated authority to acquire any supplies, materials, equipment, goods, property, printing or services required by the University and to enter into leases of real property. In exercising these delegated authorities, the University shall:
      1. Focus on the stewardship of public funds.
      2. Advance and support the mission of the University.
      3. Promote a competitive and fair procurement environment.
      4. Be open and transparent (adhering to the Kansas Open Records Act).
    2. When reasonably available, the University shall utilize cooperative purchasing opportunities with other public universities or other state agencies to achieve the lowest competitive price, including purchasing from current State of Kansas central purchasing contracts, state travel services, and products pursuant to the Prison Made Goods Act, if and when it is in the best interests of the University.
    3. The President delegates purchasing authority to all vice presidents of the University. University executive and senior vice presidents may further delegate this authority within their division. The WSU Director of Purchasing shall provide assistance and professional support to university leaders to ensure all purchasing policies and procedures are followed. The Director of Purchasing may further delegate purchasing responsibilities to persons in University departments for efficiency of operations. The Director of Purchasing shall work with the President's Executive Team to adopt operational procedures governing the internal purchasing functions of the University, including purchases at the departmental level. These procedures can be accessed and reviewed via the following link: Administration of WSU Procurement Policies in Accordance with the Kansas Board of Regents Policy on Fiscal Management.
    4. The Associate Vice President for Financial Services, Director of Purchasing, Office of Purchasing staff and Director of Internal Audit shall work with the President's Executive Team as operating procedures and reporting mechanisms are developed, and audits of individual departments are conducted, to ensure adherence to proper purchasing policies and procedures.
    5. The Office of Purchasing establishes contractual service agreements for professional services and service maintenance agreements and maintains all open-ended contracts. The Office of Purchasing cannot purchase items for individuals for their personal use and as a general policy, no University purchase orders will be awarded to University employees.

  4. Administrative Procedure

    1. State Contracts for Supplies and Services

      Contracts for commonly used equipment, supplies and services have been developed by the State of Kansas Department of Procurement and Contracts and the Office of Purchasing. A list of contracts developed by the Office of Purchasing for University use is available at the Office of Purchasing. Copies and updates of these contracts are maintained by the Office of Purchasing and are forwarded to departments expected to have need for the items covered by the contract. State contracts for commonly used equipment and materials must be utilized unless it can be clearly demonstrated that an alternative purchase would be in the best interest of the University. Approval by the Office of Purchasing is required when deviating from this policy, prior to acquisition.

    2. Contracting Policy

      Section 1.04, Execution of Contracts, identifies the University officials with contracting authority. The Vice President for Finance and Administration has further delegated limited authority for the execution of purchase orders to the Director of Purchasing.

    3. Vendor Information

      The Office of Purchasing maintains a current library of vendor product information and maintains a program of vendor evaluation on the basis of quality, service, delivery practices and price. Procurement officers are apprised of current market conditions, scarcity of materials, new product availability, delivery information and state and federal excess property. Procurement officers also explore new and improved sources of supplies, materials, processes and ideas which will better serve the needs of all University departments.

    4. Used Equipment

      The University does not generally purchase used equipment. However, if it can be demonstrated that it is advantageous to do so, used equipment may be purchased from an established and reliable vendor of the type of equipment to be purchased. Normal purchase procedures are required for this type of purchase.

    5. Departmental Services

      Office of Purchasing procurement officers will visit departments to discuss current needs, future opportunities, and procedures. These visits are generally made at departmental request. A representative from the Office of Purchasing will visit with new department heads, researchers, administrative assistants, and secretaries to explain purchasing procedures and services. Contact the Office of Purchasing to arrange a visit.

    6. Procurement Systems and Platform (Banner / WU-BUY)

      All departments that wish to purchase goods or services with funds that are deposited in the state treasury, including research grants, will be required to use the University's designated procurement software system or platform to submit requisitions to the Office of Purchasing. Department budget officers shall keep the Director of Purchasing informed as to who is responsible and authorized to submit requisitions and who is authorized as the Requisition Approver on behalf of the department.

    7. Procurements for Externally Sponsored Research Programs or University Capital Project Purchases

      All procurements for externally sponsored research programs or University capital project purchases must comply with the relevant WSU and KBOR policies and state and federal laws.

    8. Exclusions

      Unless the procurement is for externally sponsored research programs or University capital project purchases, the Purchasing Policies set out in this Policy 14.01 and Chapter 14 do not apply to purchases procured by the University's Industry and Defense Programs ("IDP") and Controlled Affiliated Organizations. IDP purchases will be made in accordance with the purchasing policies and procedures of IDP. Controlled Affiliate Organization purchases will be made in accordance with purchasing policies and procedures applicable to the respective organization. For purposes of this policy, a "Controlled Affiliated Organization" is defined in WSU Policy 1.06 / Controlled Affiliated Organizations.

  5. Applicable Laws and Additional Resources

    1. K.S.A. 76-769 / Acquisition of goods and services for certain state educational institutions; leases of real property; duties and functions of state board of regents and director of purchases; guidelines, exemptions and limitations.
    2. K.S.A. 76-770 / Research and development activities, procurements and travel allowances; procedures, guidelines and exemptions; definitions.
    3. WSU Policy 14.04 / Externally Sponsored Research Programs
    4. KBOR, Chapter II., D.15 / Purchasing Pursuant to K.S.A. 76-769

  6. Revision Dates

    1. July 1, 1997
    2. February 13, 2017
    3. April 26, 2023 (maintenance updates only)
    4. May 28, 2024
About this policy version

New or Existing Policy

This is a change to an existing policy.

Last Revised Date of Policy

March 29, 2016

Initiating Authority

Finance and Operations

Summary of Policy or Policy Change

Following the recent University reorganization, this policy is being revised to incorporate K.S.A. 76-770 and streamline purchasing for those departments and entities that operate primarily with moneys received from federal agencies and other external sources.

Date Policy Request to PET

May 28, 2024

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