Response: KSU has implemented this recommendation. Every procurement goes through the University's Purchasing Department, which creates an audit trail within the Banner system.
The Board of Regents and KSU's Administration develop and communicate a strong ethical tone to all faculty and staff.
Response: KSU has implemented this recommendation.
Finding 8: KSU Provide Insufficient Oversight of Its Procurement and Expenditure Processes.
All appropriations, expenditures, disbursements, or contracts greater than $50,000 be presented to the KSU Board of Regents for approval prior to purchase or execution of contract.
Response: KSU has implemented this recommendation.
KSU bundle repeat purchases that may in total exceed the threshold for formal or informal bidding to obtain the best price on all items purchased or services provided.
Response: KSU has implemented this recommendation.
KSU ensure that final, signed copies of all contracts are provided to KSU's official records custodian such as General Counsel, Purchasing Director, or other designated party as deemed appropriate per policy.
KSU has implemented this recommendation. The Office of General Counsel has provided comprehensive training on Lexion, the University’s repository software, to employees across campus. Whenever a contract is executed by an authorized signatory, it is immediately uploaded to the repository. The repository can be accessed by approved stakeholders on a need-to-review basis.
KSU work with Banner to create a method to query their data to generate a list of all contracts and contract expenditures.
Response: KSU has not implemented this recommendation. The University has a repository to query active contracts and is evaluating alternatives for contract expenditures.
KSU upload any missing contracts or supporting documentation that are missing from the contract management system but have not met the threshold for destruction. See additional discussion and recommendations pertaining to KSU's record retention at Finding 15.
Response:
KSU has implemented this recommendation. The Office of General Counsel has provided comprehensive training on Lexion, the University's repository software, to employees across campus. Whenever a contract is executed by an authorized signatory, it is immediately uploaded to the repository. The repository can be accessed by approved stakeholders on a need-to-review basis.