Changes to Procurement Policy and Procedures

December 12, 2024

In the past calendar year, KU has made a number of updates to our procurement policies and procedures.  These changes are designed to simplify buying processes, improve fiscal discipline and provide important safeguards across the University. Below is a summary of key policies and procedures, which Finance will more diligently enforce starting in January.

Technology Procurement Requests

Most technology requires an IT review prior to purchase and use, including software, software as a service, IT professional services, cloud data storage, major hardware and technology equipment purchases, and software or technology hardware maintenance and support. This applies to new purchases and renewals regardless of dollar value, funding source or payment method.

This IT review process strengthens KU’s cybersecurity and helps eliminate duplicate systems and services. To obtain approval, please submit a new Technology Procurement Request through the Finance Service Portal. Laptops, monitors, computer accessories and database access subscriptions are excluded. Additional details can be found in the Technology Review Process guide (pdf).

Revised Quoting and Bidding Thresholds – UKANS Funding

Purchases between $10,000 and $50,000 using UKANS funding require at least three quotes, unless there is an active contract in place or Procurement has made a documented exception. Purchases of $50,000 or greater using UKANS funding require a formal competitive bid (e.g. RFP) unless there is an active contract in place or Procurement has made a documented exception.

Procurement can help you obtain quotes, find or negotiate a contract, run a competitive bid or review your request for an exception. Please engage us early by submitting a new Procurement Request (Tech or Non-Tech, as applicable). The full Procurement Policy is posted on the Policy website.

Note: Purchases using KUCR funding have higher quoting and bidding thresholds but may be subject to additional restrictions. See the KUCR Procurement Policy for more information. 

Mandatory Use Contracts and Catalogs

To drive standardization or conformity with contractual terms, a limited number of items must be purchased from specific suppliers unless Procurement grants an exception.

  • Windows computers (laptops and desktops) → Dell catalog
  • Apple computers (laptops and desktops) → KU Bookstore catalog 
  • Scientific consumables and equipment → Fischer Scientific catalog
  • Industrial gases and research chemicals → Matheson Tri-gas catalog
  • Rental cars → Enterprise/National via Concur
  • KU stationary and business cards → Order at the KU Brand Center

Special Approvals

Certain transactions require a prior approval obtained outside of Procurement. To initiate an approval request for: 

  • Insurance (all types) → Email risk@ku.edu.
  • Major appliances → Submit a service request to Facilities Services as there are code compliance and building safety considerations.
    • Refrigerators/freezers used for laboratory, teaching and research purposes require an additional review and approval by KU Environment, Health and Safety (EHS) by contacting ehsdept@ku.edu.
  • Branded promotional items and apparel → Document that the supplier is a Top 10 promo or apparel licensee on the Procurement website or is otherwise properly licensed by KU via the Brand Licensing Database.
  • On-campus catering → Contact the Kansas Memorial Union for food services or an exception via KU Memorial Unions Catering and Event Services.
  • On-campus paper shredding → Contact Sara at ProShred at sara.otte@proshred for access to a shredding bin.
  • On-Campus multi-function printers → Complete the copier order formm (doc) and contact Ryan at Sumner One at rharms@sumnerone.com. Ryan will work with KU IT to fulfill your request.
  • Items purchased for resale → Contact Sarah Carver in the Controller’s Office at sarahkcarver@ku.edu to ensure compliance with University sales policies.
  • Leases → Submit a Procurement Request (Non-Tech).

Check the Special Approvals microsite for additional categories and information. Please include evidence of approval with your requisition, payment request, or P-card reconciliation request to expedite processing.

Note: Aside from leases, Procurement will no longer be coordinating special approvals. For greater efficiency, please work directly with the parties listed above.

Have Questions?

If you have questions about procurement policies or procedures, please contact Heather Blanck, Chief Procurement Officer and Director of Strategic Sourcing, at heather.blanck@ku.edu or Ben Lizak, Associate Chief Procurement Officer, at ben.lizak@ku.edu.