Develop an RFB/RFP from templates, specifying scope, product description, schedule of bid process dates, etc.
Post the RFB to the University's Purchase Bid Opportunities website Kentucky State University | Bid Opportunities (kysu.edu)
Send the RFB to known vendors with a link to the Bid Opportunities site.
All questions regarding RFB/RFP must go through the Purchasing Director.
Provide written responses to vendor questions.
Evaluate bids after closing date.
Notify the requester of the likely bid recipient to ensure selected bid meets requester's needs.
Issue a PO to the awarded vendor without a requisition, using the bid award documentation to support the approvals (see Purchase Requisitions and Purchase Orders section).
The Procurement Card (PCard or credit card) program is designed to provide a more efficient means of making routine purchases by reducing paperwork and waiting times, allowing more purchasing responsibility and control at the department and project level, and streamlining the purchasing cycle for frequent low-dollar purchases.
P-Cards were discontinued due to abuses under previous administrations.
Card Issuance
Responsible position(s):
Purchasing
Required documents and access:
Request form
Credit card system access
Frequency and timing:
As requests are received
The current process utilizes numbered cards which users can sign out temporarily. Cards are returned to Purchasing with receipts and account coding for charges made to the card. Best practice for good internal controls recommends issuing cards in the cardholder's name for greater accountability and reduced risk of fraud.
User requests a card
Purchasing issues a numbered card to the requestor and logs the request, including purpose and dates requested.
User makes charges to the card and retains itemized receipts.
User returns card with itemized receipts to Purchasing.