A purchasing system is in place to help ensure that purchases of goods and services are properly approved and obtained at the best value with a fair and open opportunity for vendors for university business. The Purchasing Department provides procurement services in a timely, legal, ethical, and professional manner to the research, academic and administrative departments in support of the University's mission and goals, at the best value to the University.

Purchasing is the central authority for the University and is responsible for management and oversight of the purchasing process. The University adheres to Kentucky's Model Procurement Code and all applicable Kentucky State University policies, administrative regulations, and state and federal policies.

All purchases are made from board-approved budgets. Purchases that exceed $40K may require a formal bid process unless they can be purchased from an existing government contract. Purchases that exceed $250K shall require additional board and legislative approval.

All written supplier forms of agreement for the purchase of goods and services, such as quotations, proposals, contracts, terms, and conditions require vetting by Purchasing and, in certain cases, by General Counsel, to protect the best interests of the University.

In general, the University does not enter into purchasing contracts with entities in which students, faculty, staff, or members of their immediate families have an interest. Rare exceptions may be allowed conditioned upon the other parties' compliance with all contracting requirements, including evidence of appropriate business insurance and licensing, and acceptance of the standard University contract terms. These transactions are subject to the university's Conflict of Interest Policy governing the conduct of staff relative to business relationships.

Purchases will be reviewed for allowability of costs in accordance with Subpart E – Cost Principles of Title 2 CFR 200 and the terms and conditions of the Federal award prior to authorization and payment.

Any employee who commits the University to expenditures without proper authorization may be held personally liable for the expenditure and may be subject to disciplinary measures up to and including termination of employment, and criminal and civil penalties.