Purchasing Guidelines for Departments
Click the links below for more details on Purchasing Procedures for Departments
Purchase Requisition Instructions
$2,500 and under purchases:
- Department obtains one formal quote including shipping from the Vendor. Department can use Purchasing Card for purchases below $3,000.
- Exception: Items and/or services on a Price Contract should be invoiced.
$2,501 - $5,000 purchases:
- Department obtains one formal quote from vendor.
- Department creates a requisition in Banner from a formal quote (no online shopping carts).
- Department's Budget Manager must approve requisition in Banner.
- Department stamps quote using the Banner Stamp, listing requisition number, requisition creator and creator's phone number.
- Department sends the quote to Procurement Serivces by campus mail or hand delivery.
- Procurement creates a purchase order and provides both the Vendor and Department with a copy of the purchase order.
$5,001 - $40,000 purchases:
- A minimum of three (3) formal quotes from vendors must be obtained. Should the department obtain and submit only one quote, Procurement Services will obtain additional quotes.
NOTE: Contact Procurement Services to see if there is an existing contract in place, or special circumstances (software, services, etc.) in which a bidding process might be required.
- Contact Procurement Services prior to creating a requisition if purchase involves:
- A trade-in or used equipment
- An upcoming project
- Multiple line items or account numbers (items with multiple parts might be listed as separate line items on a quote, but actually make up one taggable unit requiring only one line item and a change in the account number, such as furniture).
- Department creates a requisition in Banner based on the Vendor's formal quote; or, if more than one quote, it is based on the lowest quote that meets specifications. All quotes are submitted to Procurement Services.
- Department's Budget Manager must approve requisition in Banner.
- Department stamps quote (Banner Stamp), listing the requisition number, requisition creator and phone number.
- Department sends the quote to Procurement Services by campus mail or hand delivery.
- Procurement Services creates a purchase order and provides both the Vendor and Department with a copy of the purchase order.
- Should an informal quote result in a different vendor and cost, Procurement Services will correct the vendor name and dollar amount of the purchase order in Banner.
$40,001 and above purchases:
- This price range requires a formal Bid or RFP issued by Procurement Services.
- Department provides Procurement Services with a FOAPAL or requisition and Vice President's approval to proceed with a bid/RFP.
- Budget Manager approves requisition in Banner.
- Department (Committee) will work with the Procurement Services Purchasing Agent on the bid/RFP process.
Purchase Requisition Instructions
If you have questions regarding the creation of a requisition, click the link below or contact Debra Shepeard, Procurement Services, at 270-809-4048.
Knowledge Base articles for Purchase Requisitions - Commodity-Level Accounting
Purchase Order Purchase
- All non-project equipment $500-$4,999.99 should be placed in a 727XXX account code.
- All non-project equipment $5,000 or greater should be placed in a 7811XX account code.
- All non-project equipment in these account codes are reported in Banner for inventory purposes.
Direct Pay Purchase
- All non-project equipment $500-$4,999.99 should be placed in a 727XXX account code.
- All non-project equipment $5,000 or greater should be placed in a 7811XX account code.
- All non-project equipment in these account codes are then invoiced and tagged.
Purchasing Card Purchases (PCard)
When purchasing taggable commodities $500 and above, an Asset Information Form (PDF) must be filled out and submitted to Accounting.
