Kentucky State University Business Policies and Procedures Manual
Grant accounting or other compliance officer, if applicable, verifies that the purchase is allowable from the restricted funding source. Budget availability is already checked by Purchasing with NSF.
Purchasing verifies that all required requisition fields are complete and accurate, and that the:
Purchase as reasonable and necessary,
Purchase complies with the Model Procurement Code.
FOAP is appropriate:
Operating expense accounts 71XX are appropriate for the goods or services purchased, not just where budget is located,
Capital expense accounts 77XX are appropriate:
The expense is capital; non-capital equipment purchases <$5K should be rejected and corrected to operating expense accounts 71XX.
Requisition line items are appropriately summarized for creating T-tags in fixed assets module,
No purchases from personnel accounts or non-operating accounts.
Supporting documentation is attached, such as a quote(s) or proforma invoice
■ Budget is available; NSF flagged requisitions should be rejected and resubmitted with a date after budget transfer is completed or an alternate FOAP is provided.
VP/Provost approves non-grant funded purchases >$1K up to $5K.
President and CPE approve all purchases from any funding source over $5K
Purchasing, as CPE approver designee, identifies all purchases over $5K that require CPE approval and routes a separate form via DocuSign for approval.
CPE approves DocuSign with all attachments and returns to Purchasing.
Purchasing approves on behalf of CPE.
Purchasing issues, a Purchase Order to the vendor from the approved and completed Purchase Requisition.
FPAABUY Buyer Assignment to list completed requisitions ready to assign to a Buyer.
Enter buyer code from the list (Buyer's initials). Buyers can be assigned by criteria like dollar threshold or commodity code.
○ FPAPOAS PO Assignment to create the PO.
Buyer: Enter assigned buyer code. Results list requisitions for the selected approver to create a PO.
Enter a PO # or NEXT to assign a number (no review happens at this stage) to pull requisition information into the PO.
FPAPURR Purchase Order to complete the PO.
Enter delivery information.
Enter quote number or pro-forma invoice number in PO printed comments.