How-to-Buy Guide

The University of Kentucky is one of the largest purchasers of goods and services in the state of Kentucky. Since purchases trigger from college, department, and unit needs, staff who procure those goods and services at the local level have an important role. From office supplies to vehicles and computers to independent contractors, there are a number of methods, policies, procedures, and guidelines that collectively ensure purchases are compliant and represent best value. In addition, the University is a fluid environment; many factors relating to procurement evolve continually and thus require flexibility and attentiveness from departmental stakeholders.

The division comprises multiple service areas/teams: Central Procurement, Construction Procurement, Hospital Procurement, Procurement Automation, Economic Engagement, Surplus Property and the University Supply Center. A listing of staff members with contact information is available here.

Since the University is supported by public funding, procurement is regulated through a number of governing regulations. The Kentucky Model Procurement Code is the key state legislation that dictates and governs how goods and services are purchased. A number of Kentucky Revised Statutes (KRS) and Kentucky Administrative Regulations (KAR) also apply to University procurement; for instance, University printing is tightly regulated by both KRS and KAR references. As the University is recipient of significant federal funding, grant-based purchases must comply with requirements related to federal Uniform Guidance, conflicts of interest, etc. Purchases for University healthcare areas are subject to HIPAA regulations, corporate compliance, patient data protection, etc. In addition, Procurement Services has a number of awarded price contracts which represent approved/preferred suppliers. Procurement Services works to manage University procurement in such a way to ensure compliance requirements are met while taking into consideration the need for effective and efficient ordering of best-value goods and services for customers.

Before exploring purchase methods, it is important to understand the concept of Delegated Authority. All University departments are delegated limited authority to procure goods and services for their needs. This authority passes to departmental staff who complete required training and act earnestly on behalf of the institution and compliance requirements when transacting purchases.

In general, the University uses the following three methods for purchase transactions: Procurement Card (P-card), Purchase Order (PO), and Payment Request Document (PRD). At a high level, P-card is a form of delegated authority designated for many (although not all) small-dollar purchases and typically has a limit of $5000 per transaction. Purchase orders are used for purchases that have characteristics such as e-procurement suppliers, written agreements, order amounts > $5000, capital purchases, and transactions that have additional compliance requirements. Payment Request Documents (PRDs) are based on delegated authority, like the P-card, and are limited to specific commodities for transacting payables. The appropriate method for purchases can be found from the Purchasing / AP Quick Reference Guide on the Procurement Services website.

The University uses several technology solutions to transact procurement activities. SAP is the Enterprise Resource Planning (ERP) system used for the entire University enterprise; in some fashion, all procurement transactions are based in SAP and accessed through the myUK environment. Supplier Relationship Management (SRM)/Ariba Network are SAP products and collectively serve as the Shopping/e-Procurement solution for transactions requiring purchase orders. P-card and PRD transactions are conducted through myUK. Healthcare areas use SAP as its primary technology solution with regards to procurement. The University uses PaymentWorks, a third-party supplier management solution, to validate and onboard vendors for use with transactions.

Procurement activities within departments are based on roles and permissions. These are assigned through formal planning with designated employees completing the required training programs.

P-card: Visit the Procurement Card page on the Accounts Payable website for information, forms, and application. Qualification for a procurement card requires attendance in a classroom-based training.

SRM Shopping Cart / Ariba Network or SAP Requisition: These roles are required at the department level to create Shopping Carts or SAP Requisitions (if hospital). Information and steps to obtain the roles can be found here. Required training courses are available online through myUK Learning. Application for Shopper or Requisitioner roles is via the SAP Training Request Form.

Staff can apply for the Payment Request Document role and training via the SAP Training Request Form.

The University's vendor master data resides in SAP. Authorized departmental staff can search the SAP Vendor Master Data to determine whether a needed vendor is already listed for use on transactions (e.g., Shopping Cart). 

For new vendor registrations and updates, the University utilizes PaymentWorks as its on-boarding solution. University staff can access PaymentWorks through myUK / Enterprise Services tab to send an invitation to a vendor to complete and online registration. As part of the onboarding process, vendors are validated based on various internal business and compliance requirements. The University is prohibited from transacting with any person or entity who is federally debarred or suspended or who may show to have sanctions against them. There are also limitations, particularly as it relates to federally sponsored projects, in transacting with foreign individuals or businesses. Departments should initiate an invitation, when required, via the PaymentWorks application early in the planned procurement process in the event the vendor does not pass required validation requirements.

Application for SAP Vendor Master Data Search/PaymentWorks onboarding role is via the SAP Training Request Form.

PaymentWorks support and help materials for departments can be found here.

A number of resources are available for departments to utilize in support of procurement activities:

The Procurement Services website has a number of resources available to departments including news updates, training/help guides, staff directory, FAQs, policies and procedures, etc.

Business Procedures Manual-formal University-wide reference for business procedures and policies relating to procurement as well as other financial transactions.

Commodity Listings indicate the various items purchased by the University as they are assigned by Category Specialist or alphabetical order.

Purchasing / AP Quick Reference Guide-used to determine appropriate transaction method based on commodity

Price Contracts-represent approved/preferred suppliers who have received awards based on competitive solicitations as required by law. Purchases from awarded price contracts are compliant and represent best value based on Kentucky Model Procurement Code compliance requirements.

PaymentWorks support and help materials for departments can be found here.

Help Guide for How to Obtain a Leased Vehicle from Enterprise

Following are resources that may be helpful as you navigate procurement for your unit:

General Inquiries:

(859) 257-9100

UKPurchasing@uky.edu

e-Procurement Technical Support:
(e.g., Shopping Cart, Requisition, Goods Confirmation, etc. inquiries)

SRMHelp@uky.edu

SAP Vendor Master Data/PaymentWorks New Vendor Onboarding:

VendorHelp@l.uky.edu

myUK Enterprise Amazon Business:

Amazon@l.uky.edu

Purchasing Listserv:

Follow these instructions to self-enroll to the Purchasing Listserv and receive procurement-related updates and news. Send e-mail to LISTSERV@lsv.uky.edu with the following text in the message body:

     subscribe UKPURCHNEWS Yourfirstname Yourlastname

The subject line should be blank as well as the rest of the body of the email.