• President and CPE must approve all purchases greater than $5,000. (Small purchasing authority granted to the University under the Kentucky Model Procurement Code, KRS 45A.100 is $40K. Authority limits are lower due to heightened CPE oversight.)
  • If not already included in the board-approved capital or operating budget, the university must inform the board of any purchase more than $200K from any funding source.
  • Purchases over $200K not included in the state budget bill require special legislative approval.
  • All purchases of fixed assets must be approved in the capital budget; if not included in the approved capital budget, the President must approve.
  • All construction projects must follow capital planning procedures (see Capital Planning section).
  • All personal services contracts (PSC), memoranda of agreement (MOA), memoranda of understanding (MOU), or leases must follow the Contract Management Policy (see Contracts, Consulting Agreements, Leases section).

Purchasing authority may be delegated to a subordinate or lateral position only when explicitly documented in writing by the original authorized position including the name and position of both the delegee and delegator and an expiration date of authorization, if any. Supervisory positions may assume authorization of a subordinate's purchasing authority without delegation.

Purchasing Approval Queue Maintenance

Responsible position(s):

  • Purchasing

Required documents and access:

  • Banner – Purchasing security class
  • Signature delegation of purchasing authority

Frequency and timing:

  • One-time initial setup of approval queues when organizational/approval structure changes
  • As needed for personnel changes to add or remove approvers
  • Annual review for maintenance, timing TBD

Steps:

  • Create a Purchase Requisition approval queue approvals the highest approval authority – President and CPE, any purchase greater than or equal to $5,000 from any funding source.

FTMAPPQ Approval Queue Maintenance

  • Queue ID: PRES (limit 4-characters)
  • Queue Description: Presidential approval
  • Next Queue: <blank>
  • Queue Limit: