Kentucky State University Business Policies and Procedures Manual

• Financial managers – Directors or Deans, VPs/Provost, Grant Pls, President/CPE
• Grant Accountants/Compliance Officers
• Purchasing

Required documents and access:

• Banner – various levels of access and security based on roles

Frequency and timing:

• Daily, as needed

Steps:

The requester (admin):

• Banner routes the requisition through approval queues:
• oIdentify a need.
• oDetermine whether sufficient budget is available to meet the need.
• oSubmit a budget transfer request if insufficient budget exists in the funding source.
• oEnsure the purchase is allowable from the funding source.
• oUnderstand additional approvals are required. The original request should make approvers aware of the requests to ensure a timely approval by justifying the purchase as reasonable and necessary, has sufficient budget available, and is allowable from funding source.
• oCommunicate with Purchasing if necessary to help source the need.
• oGather documentation needed to support the request, for:
• Personal services contracts in any amount, memoranda of agreement, memoranda of understanding, or lease agreements, contact Purchasing (see Contract, Consulting Agreements, Leases section).
• Over $40K, contact Purchasing to initiate a formal bid process (see Request for Bids section).
• Between $5K - $20K, obtain two written quotes.
• Between $20K - $40K, obtain three written quotes.
• oSubmit a requisition through Banner.
• oNSF WARNING: The requester is responsible for choosing an alternate funding source or submitting the appropriate budget transfer request as noted in the steps above.
• oFinancial manager provides budgetary approval before requisition leaves the department level:
• Directors or Deans, financial managers of non-grant funds, approve that the purchase has their budgetary approval. No further budgetary approval is required up to $1,000.
• Grant Pls, financial managers of restricted funds, if applicable, approve that the purchase has their budgetary approval. No further budgetary approval is required up to $5,000.