Purchasing
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FAQs

For purposes of defining "Office Supply" (or "Office Supplies") as it relates to procurement, please refer to Office Supply Definition

  1. A vendor gave me a written agreement to sign.  Who can sign this agreement with the vendor?
  2. Is it okay to obtain goods and services prior to obtaining a PO?
  3. Where do I send invoices?  How can I check on the status of an invoice?
  4. I found a lower priced item on the internet.  Since it is cheaper, is it okay for me to order?
  5. What is a PSC?  How do I determine if I need to use one?  Are there forms for this?
  6. I need to hire a consultant.  What should I do?
  7. What items am I required to order from the Stockroom?
  8. How do I know which Buyer handles which commodities/services?
  9. Where can I find a sales tax exemption certificate?
  10. What is the procedure for leasing equipment?
  11. What can I buy and not buy with my ProCard?
  12. My department is in the process of hiring an employee and we want to pay for their move to Louisville.  What do I do?
  13. Is it true that printing may only be performed in-house by IT Print or under a contract that has been signed by the Governor of the Commonwealth?
  14. I have a budget error on a requisition/purchase order.  Who can help me resolve this?
  15. Where can I find a copy of the bid that was sent out for my department?
  16. Where can I find a list of contracts available for use through Purchasing?
  17. How do I find out if a vendor is in PeopleSoft?
  18. How can I get a new vendor added to PeopleSoft?
  19. What training materials/classes does Purchasing offer?

 

  1. A vendor gave me a written agreement to sign.  Who can sign this agreement with the vendor?
    • Departments do not have authority to sign written agreements with vendors. Only a Purchasing representative has the authority to review and sign a written vendor agreement. In addition to containing terms which are not legal for a state agency to agree, the liability can be tremendous. Failure to obtain proper review can leave the signatory at personal liability. In addition usually the existence of a vendor agreement will require the PeopleSoft requisition process. Departments should review the agreement and if they are in agreement with the “vendor performance” portion of the agreement they should sign the agreement below the University signature line as “Recommended by” and forward that to the Department of Purchasing.

  2. Is it ok to obtain goods and services prior to obtaining a PO?
    • Departments should always obtain a Purchase Order for Goods or Services prior to receiving such. Obtaining Goods and Services without the issuance of an official UofL Purchase Order may place the University/Department in direct violation of State Procurement Laws. Additionally the individual placing any order without a Purchase Order may also be held personally responsible for payment of that transaction.

  3. Where do I send invoices? How can I check on the status of an invoice?
    • All invoices for the academic campus are handled by and should be sent to UofL Controllers Office, Service Complex Building. All original invoices should be sent directly to them.

  4. I found a lower priced item on the internet. Since it’s cheaper, is it ok for me to order?
    • Contracting structure for goods and services purchased by the University can range from very restrictive to having some flexibility depending on the individual commodity. In general departments should utilize the University's contracted vendors for purchases. Contact the appropriate Purchasing staff person at 852-6247 if you have a question about purchasing a specific product from a non-contracted vendor.

  5. What is a PSC? How do I determine if I need to use one? Are there Forms for this?
    • Under the Kentucky Model Procurement Code, a personal service contract is an agreement whereby an individual, firm, partnership, or corporation is to perform certain services requiring professional skill or professional judgment for a specified period of time at an agreed upon price. Personal service contracts are governed by the state, require additional approvals, and have a lower solicitation threshold than most commodities. Common services associated with PSC's include attorneys, design, architectural firms, consulting, licensed professionals, etc.  More information about PSC's -- including training and related forms -- can be found on the Purchasing website under Forms.

  6. I need to hire a consultant. What should I do?
    • See answer #5 above regarding PSC's.

  7. What items am I required to order from the Stockroom?
    • Purchasing Policy 28.00: The Department of Purchasing shall identify items of common usage throughout the University to facilitate quantity buying. Where economically practical, such items may be carried in inventory in the Stockroom for the purpose of providing a ready supply of such items to using departments. The Stockroom is the designated source from which all budgetary units are required to purchase supplies such as paper products, maintenance supplies, and other miscellaneous supplies. Items available at the Stockroom must not be purchased from any other source. A list of Stockroom items can be found at Stockroom Product Listing.

  8. How do I know which buyer handles which commodities/services?
  9. Where can I find a sales tax exemption certificate?
  10. What is the procedure for leasing equipment?
    • As stated in Purchasing Policy 22.00: The University of Louisville currently has a financial institution with an established Master Lease to finance equipment over time. The master leases do not preclude the need to solicit competitive bids in order to establish the cost to be financed, if items are not covered by an already established contract.   See Long-Term Lease Equipment Procedures.

  11. What can I buy and not buy with my ProCard?
  12. My department is in the process of hiring an employee and we want to pay for their move to Louisville. What do I do?
  13. Is it true that printing may only be performed in-house by IT Print or under a contract that has been signed by the Governor of the Commonwealth?
    • Yes. All printing requests, regardless of sourcing funds, must be routed through IT Print, who has first right of refusal. IT Print decides if a job will be done in-house or sent to a vendor under contract. Under no circumstances may printing be procured without competitive bidding, contracting, and the Governor’s signature. Additional information may be found under Purchasing Policy 37.00.

  14. I have a budget error on a requisition/purchase order.  Who can help me resolve this?
    • Listed below are a couple of reasons why your requisition would have a budget error.
           1. No Budget Exists
           2. Budget date out of bounds
           3. Document Tolerance
      In all instances notify your UBM first and if it is on a grant contact Grants Management.

  15. Where can I find a copy of the bid that was sent out for my department?
  16. Where can I find a list of contracts available for use through Purchasing?
    • A full listing of current contracts can be found at Contracts. This can be searched by Vendor Name or Commodity Type.

  17. How do I find out if a vendor is in PeopleSoft?
    • To find a vendor in Peoplesoft – go to the menu on your left and click on Vendors. Click on Review Vendors and go to the Vendor ID or your ShortName. If you choose your ShortName– click on the drop down and change your Equal to-Contains and click the yellow button “Search."

  18. How can I get a new vendor added to Peoplesoft?
    • To add a new vendor you must have a W-9 and Vendor Survey prior to adding your information into PeopleSoft. To add a new vendor – go to the menu on your left and click on Vendors-. Then Vendor Information-Add/Update. Under the Vendor information click on Add a New Value then click the yellow button Add. Fill out all the tabs Identifying Information, Address, Contacts and Location and then save your information. Before you can use the vendor, your vendor number and information has to be “Approved” and “Open for Ordering”.  Your new vendor information has to be reviewed by the Controller’s Office.  Vendor issues are handled in the Controller’s Office and not Purchasing.  Your contacts are: Amanda Sisco - handles A-K - 852-4551 and Ruth McNamara - handles L-Z – 852-8229.

  19. What training materials/classes does Purchasing offer?
    • A full listing of available training subject matter can be found at the Department of Purchasing website under Training.

 

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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