The Purchasing Department will review your contract documents, verify registration with the Secretary of State's Office, submit your contract to the LRC GCRC, and upon contract approval by that committee the KSU purchasing department will issue a purchase order. The KSU Purchasing Department will notify you if/when the contract and PO has been approved.

Work may begin when a purchase order is issued or when you have been advised that the contract has been filed with the LRC GCRC. Payments cannot be processed until the contract has been approved.

Invoices must be submitted with a completed “Invoice Form”. The Invoice Form must be signed by the vendor and by the KSU person monitoring the contract work. If a grant funding source is used, the invoice must be approved by the Grant PI.

All changes to the contract must be submitted to the LRC GCRC on a PSC Renewal/Amendment/Extension form. Contracts cannot be amended within 90 days of the original submission unless the amendment is submitted with a “90 Day Letter” explaining the need for the amendment and why it was not considered in the original contract.

Notify the Purchasing Department when the contract is complete so that we can close the contract file and liquidate any encumbrance that may remain on the purchase order after final payment has been made.

Work may not extend beyond the contract end date without submitting a contract extension to the LRC GCRC.

Contract dates may not cross biennial fiscal years. If work must continue into a new fiscal biennium, a contract renewal must be submitted.

Payments may not exceed the original contract amount without submitting a contract amendment to the LRC GCRC.

Rates for some types of services (legal, audit, auctioneer, and real estate appraisal) are restricted to Maximum Allowable Rates established by the LRC GCRC.

PSC's may not be used to compensate any faculty/staff/student for any kind of work.