Eastern Kentucky University, as a state agency, abides by the Commonwealth of Kentucky's Model Procurement Code (KRS 45A).
Eastern Kentucky University's Tax Exempt Letter
University Departments can procure goods by using one of the following means.
1. EKU Procurement Credit Card
2. Direct Payment Request - (See Accounting and Financial Svc.)
3. Purchase Order
4. Petty Cash Reimbursement- (See Student Accounting Svc.)
5. Central Stores Requisition
General Purchasing includes the approval and processing of all purchase requisitions submitted by University Departments.
To Process a Purchase Requisition the following steps should be followed.
A Banner access request form (available at EKU forms) must be completed and approved for each individual who needs to process purchase orders. Each individual is assigned an operator ID number, password and must attend Banner F01 and Banner F04 training classes. Banner Manner
The on-line purchase requisition is entered and completed by the ordering department. The Division of Purchases has final approval for all purchases. Departments may check the status of their order by accessing Document History Form (FOIDOCH) in Banner. Upon receipt of the ordered items, departments should complete an on-line Receiving Goods Form (FPARCVD).
Departments should maintain a listing of all Purchase Order Numbers assigned to their purchases. A PO number should be referenced when inquiring about a purchase.
Capital Equipment Purchases
Capital equipment purchases, items greater than $3,000, require appropriate Vice Presidential approval. VP approval requests should include item(s) requested, justification for purchase, cost, selected vendor, Banner requisition number and funding source. These requests may be submitted via email and approvals forwarded to the Purchasing Office.
Multiple Quote Requirement
Quotes are required for purchase requisitions in the following manner:
Purchases less than $5,000 - one (1) quote
Purchases over $5,000 up to $10,000 - three (3) quotes
Purchases over $10,000 up to $24,999 - five (5) quotes
Purchases over $25,000 - contact Purchasing Office
Departments should send copies of quotes obtained to Purchasing. Whenever possible quotes should include the Banner requisition number. Telephone quotes are acceptable but should be documented and signed by the individual who obtained the quote. The Purchasing Officer will obtain additional quotes or process a bid when it is in the best interest of the University.
