Purchasing

The Office of Purchasing ensures purchases are completed accurately while adhering to the policies of WSU and the State of Kansas.  In addition, they will help departments purchase goods and services for the University.  The following resources have been assembled to assist you through the various processes that may need to be completed when making a purchase.

How to make a Purchase

When a Department identifies a need to procure goods or services (Commodity) they must first go through the steps outlined below before making the purchase.

Step 1: Determine if the desired Commodity is available from an internal source.  Examples include Facility Operations, Information Technology Services and Telecommunications, Media Resources Center or Supply Services and Shocker Printing Solutions. 

Step 2: Determine if the Commodity is available through the State Use Catalog.

Step 3: Determine if the Commodity is available through a Contracted Vendor either locally or from Kansas Correctional Industries.

Step 4: If Commodity is unavailable then a prior authorization will be obtained through the Purchasing Office.  Contact them at purchasing.office@wichita.edu or call 978-3070.

Step 5: If a source for the desired Commodity has not been located as stipulated above, Departments may purchase the desired Commodity from a vendor of their choice up to their delegated purchasing authority amount. When making purchases that are funded from funds in the state treasury, the delegated authority is $9,999.99 and below. This threshold is for the entire purchase and shall include the cost of delivery. Departments are always encouraged to get more than one quote to make sure they are being good stewards of public funds when purchasing items within their delegated authority.

Many departments have the use of a Business Procurement Card (BPC). These cards generally have monthly limits and transaction limits that are well below a departments’ delegated authority. If a department wants to use a BPC to make their purchase and the limit is insufficient to make an otherwise acceptable purchase they may contact the BPC Administrator at PCardAdmin@wichita.edu.

How to make a Purchase with Grant Funds

If federal grant funds are being used for the purchase the delegated authority is $2,999.99 and below.

If the purchase between $3,000 and up to $9,999.99 the following must be completed:

  1. Obtain 3 quotes and make the purchase from the lowest quoted vendor, or
  2. If their needs will not be met by accepting the lowest quote, they must provide a business justification for not accepting that bid.
  3. Along with this authority, the department has the responsibility to compare the quotes in written format and to keep these records available for review by internal and external auditors for 3 years after the grant is terminated.
  4. At the department’s request, Purchasing may assist by reviewing the department’s documents.

Many departments have the use of a Business Procurement Card (BPC). These cards generally have monthly limits and transaction limits that are well below a departments’ delegated authority. If a department wants to use a BPC to make their purchase and the limit is insufficient to make an otherwise acceptable purchase they may contact the BPC Administrator at PCardAdmin@wichita.edu.

When and How to Obtain a Bid

Purchasing will work with the department to conduct a bid.

  • The department will be responsible to write specifications based on their requirements, and Purchasing will assist in this process by reviewing the specifications and soliciting bids from Vendors.
  • There are several different types of bids and Purchasing will assist the department in determining the best solicitation based on the circumstance and the anticipated cost.
  • If the department believes there does not exist any competition for the goods or services they are wishing to purchase, they may submit a Prior Authorization for Sole Source Form.
  • If a department finds a source for a “state or local contract” item for considerable savings they may submit a “Prior Authorization for Off-Contract Purchase” as outlined above for a sole source.
  • The department is responsible to obtain the delivered cost of the item they wish to purchase and compare that with the cost of that same item under contract, and list the absolute savings as well as the percentage of savings. In general the guideline is to show a savings of 10% or $100 minimum.
Purchase Requisitions and Purchase Orders

The Applications Training Team and Purchasing will train you on how to create a Requisition in Banner.  To start entering Requisitions sign up for training through myWSU.

The Purchase Order will be created by Purchasing and sent to the Vendor after all required documentation has been received.  A copy of the Purchase Order will be sent to the Department.