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Procurement Services

Procurement Services Internal Resources

Procurement Services Internal Resources

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A. Most Common Staff Links

Central Purchasing

Hospital Purchasing

Construction Purchasing

Surplus Property

myUK

Adobe E-Sign

University Financial Services

Kentucky Model Procurement Code

Kentucky Administrative Regulations

UK Administrative Regulations

Compliance and Ethics

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B. Procurement Services Data Analytics

Note: You must have Tableau Server permissions to access the following chart. The chart has a dashboard tab at the right which contains a cumulative, interactive view of all charts. Use the filters located to the top right to isolate the data you need to access. A Sign-in screen may show upon clicking the link requiring entry of your linkblue ID and password.

Contact Paul Klumb for questions or if you need access to the Tableau Server dashboard.

Procurement Services has a full set of automated spend dashboards on Tableau Server available for all internal staff to access and utilize.

Resource Number

Date Resource Name

Data Resource Description

A-01

Buyer Procurement Dashboard

Summary of all spend analytics institution-wide for suppliers. Use/reset the filter at the top right to isolate the data you want to access.

Other Procurement Tableau Dashboards

MRO Analytics
Information Technology Analytics
Scientific Analytics
Audit Priority Review
Splits, Limits, and Taxes
Amazon Analytics

Supply Center Analytics

Contact Paul Klumb for questions regarding any Tableau dashboard(s) or if you need extended reporting details on any commodity.

C. Forms

Form Number

Form Name

Form Description

B-00

SAP Log / Re-Log Request Form

Request manual logging or re-logging of an SAP requisition to another buyer

B-01

Request IFB/RFP Number Form

Request an IFB or RFP number for a new solicitation

B-02

Bid/RFP/Web Posting Request Form

Request upload/posting of a completed IFB or RFP to the website bid page

B-03

Contract Award Profile Form

Buyer use form for any contract awards for purposes of data collection, reporting, and rebates collection. A copy of the completed form will auto-email to the buyer after submitting also; please print and include the form submission on the contract folder package when submitted to the bid clerk.

Web form completion required for all contracts awarded centrally for IFBs or RFPs with the exception of construction CM or CCK contract awards.

B-04

Quarterly Contractor Reports Form

Buyer use to upload and submit quarterly reports received from contractors

B-05

Quarterly Rebates Form 

Bid Clerk use to upload and submit quarterly rebates/administrative fees received from contractors

B-06

Request To Use RFP As Solicitation Type

Buyer use to request permission to use RFP process for solicitation

Procurement Services SharePoint Materials

Procurement Services SharePoint materials are now listed below within Sections E - AJ: Procurement Services Resource Library. Scroll down to access this content.

Strategic Sourcing Business Case Summary

ACCESS BUSINESS CASE SUMMARY FORM

Additional Resources

GASB 87 Decision Tree for Leases Purchasing Division Support Services Matrix
D. Who is Where?

UK Site Directory

Buildings

UFS Staff Directory

E - AJ: Procurement Services Resource Library

Previously "SharePoint" site

Table of Contents

E. Division Overview

  1. General Purchasing and Contracting Authority 
  2. Delegated Procurement Policy for Departments 
  3. Purchase Methods
  4. Delegated Authority for Purchasing

F. Policies

  1. Model Procurement Code
  2. Kentucky Administrative Regulations
  3. Business Procedures Manual
  4. University Ethics and Conflict of Interests
  5. Federal Debarment and Suspension Policy
  6. HIPAA and Healthcare Corporate Compliance
  7. FERPA (Family Educational Rights and Privacy Act)
  8. Commodity-Specific
  9. Economic Inclusion
  10. University Administrative Regulations

G. Legalities in Procurement

  1. General Terms and Conditions
  2. Legal Counsel – Contracts 101
  3. Legal Contracts PowerPoint
  4. Open Records Requests
  5. Fraud Presentation – Internal Audit
  6. Choice of Law Letter
  7. Indemnification Letter (1)
  8. Indemnification Letter (2)
  9. Additional Notes on Terms and Conditions
  10. Reciprocal Preference
  11. Contracts with University Employees (Faculty Overrides)

H. Invitations for Bids

  1. Model Procurement Code Key Aspects
  2. How to Do Invitation for Bids
  3. Business Associate Agreement (BAA HIPPA) Clause and Attachment 
  4. MCPPD Contractor Guidelines
  5. FERPA Clause
  6. Closing IFB
  7. Navigate To Network Drive For Templates
  8. Samples
  9. Confidentiality
  10. Real Estate Bids
  11. Instructions to Bidders

I. Request for Proposals

  1. Model Procurement Code Key Aspects
  2. How To Do Request for Proposal
  3. Personal Service Contract Considerations
  4. Business Associate Agreement (BAA HIPAA) Clause and Attachment
  5. MCPPD Contractor Guidelines
  6. FERPA Clause
  7. Managing Presentations
  8. Sample Presentation Invitation Letter
  9. Assembling and Negotiating Terms and Conditions
  10. Order of Precedence
  11. Sample Short List Letter 1
  12. Sample Short List Letter 2
  13. Sample Award Recommendation Letter 1
  14. Sample Award Recommendation Letter 2
  15. Closing RFP
  16. Post RFP Confidentiality for Committee Members
  17. Breakdown Checklist for Incoming RFP
  18. Evaluation Committee Guide
  19. Navigate to Network Drive for Templates
  20. Confidentiality Overview
  21. Confidentiality Letter to Send to Offerors Claiming Confidentiality in Transmittal Letter 
  22. Confidentiality Waivers
  23. Request for Information (RFI)
  24. Strategic Sourcing for Value-Add or E-Procurement Opportunities
  25. RFP Committee Member Overview
  26. Negotiations Training 

J. SRM

  1. Overview
  2. Manage POWL
  3. Sourcing Cockpit Settings and Personal Value List 
  4. Strategic Procurement Tab
  5. Purchasing Admin and System Admin Tabs
  6. Advanced PO Search
  7. Forward PRD Messages From Inbox

K. SAP (ECC)

  1. Overview
  2. Purchasing Buyer T-Codes
  3. MRBR Reconcile Invoice and Goods Receipt Postings
  4. Materials and Outline Agreements
  5. MRP Materials Requirements Planning
  6. ME57 Process Purchase Order for Non-MRP Materials

L. SRM Purchase Orders

M. SAP Purchase Orders

  1. Variants
  2. Get Variant Other Than Default
  3. Process SAP NB Purchase Order
  4. Process ZB Purchase Order
  5. Process YB Purchase Order
  6. Process SAP Framework Order 
  7. Process Change Order for SAP PO
  8. Track Status of Requisition in Workflow
  9. Process Multiple Requisitions to One Purchase Order 
  10. Apply Discounts
  11. Repeat Outputs (Non EDI)  
  12. Repeat Print POs Sent by EDI
  13. Delete Existing PO to Repopulate Requisition
  14. Close Encumbrance Using Delivery Complete Indicator
  15. Track Changes to PO

N. Purchase Orders (General Info)

  1. Five Step Process
  2. Pre-Purchase Order Steps
  3. Verify Federal Debarred Vendors 
  4. PO Transmit Types and Rightfax/EDI/Metatrade
  5. Handling Order Acknowledgements
  6. Foreign Supplier Purchases
  7. Customs Broker for Overseas Shipments
  8. Handling Invoice inquiries and Invoice Copy Request
  9. Purchase Orders for Multiple Year Agreements
  10. Special Requirements – Eastern State Hospital
  11. Special Requirements – Plant Fund
  12. Accounting Change Requests
  13. Managing Prepayment/Deposit Requests
  14. Customizing Progress Payments
  15. Managing Wire Transfers
  16. Used Equipment Purchases
  17. Split Accounting
  18. Deferred Budget Orders
  19. Deferred Budget Purchase Requisitions Guide
  20. Payment Terms
  21. Freight Terms
  22. Fuel Surcharges
  23. Reverse Orders
  24. 3-Way Match
  25. Find Check Information
  26. Accounting Changes with WBS Elements
  27. No Charge PO for Demonstration Products
  28. Retrieve Invoice Copies
  29. Handling Equipment Trade-in Requests
  30. Set Free Indicator for No-Charge Line Items
  31. Capital Equipment Delivery Process (Hospital Only)
  32. Capital Equipment Delivery Form (Hospital Only)
  33. FOB vs NFR/FRE Freight Terms Quick Reference Card
  34. Document Number Sequences

O. Contract and Agreements

  1. Requirements for a Contract
  2. Division Contracts Management
  3. Process Price Contract Modification
  4. Invitation for Bids (IFB)
  5. Request for Proposal (RFP)
  6. Personal Service Contract (PSC)
  7. Pricing Agreement (PA)
  8. Kentucky State Master Agreements
  9. Vizient and E&I Member Consortiums
  10. Mirror Contracts
  11. Single Source Contracts
  12. Miscellaneous Written Agreements
  13. Contract Numbering Sequences
  14. Use Consumer Price Index to Adjudge Contractor Price Increase Requests
  15. Clause to Add to All Athletics Agreements
  16. Sample NDA 1
  17. Sample NDA 2
  18. Sample NDA 3 (Mutual)

P. Leases and Rentals

  1. Leases and Rentals
  2. Additional Requirement for Rentals/Leases

Q. Approval Workflows

  1. Approvals Workflow

R. Reports

  1. ME2K – Purchase Orders by Account Assignment
  2. ME2L – Purchase Orders by Vendor
  3. ME2N – Purchase Orders by PO Number
  4. ZMM_BA_RPT – Business Analysis Report
  5. Z_MMEKPO – Open Purchase Orders (ALV)
  6. FBL1N - Find Amount Paid to a Vendor

S. General References and Resources

  1. Division Support Matrix Assignments
  2. Division Phone Listing
  3. How SAP Materials and SAP Contracts Work
  4. SAP Campus Add Form

T. Procurement Card

  1. Business Procedures Manual - Delegated Procurement Policy for Departments
  2. Business Procedures Manual - Procurement Card Authorization and Limits
  3. Procurement Card Home Page
  4. Procurement Card Auditing
  5. Procurement Card Frequently Asked Questions

U. Payment Request Document

  1. Usage and Overview Manual
  2. Payment Lookup

V. Single/Sole Source Justification

  1. Overview
  2. Single/Sole Source Form

W. Independent Contractors

  1. Overview
  2. Process IC Framework Purchase Orders
  3. Scope of Work Form
  4. Worker Status Evaluation Form

X. Employee Reimbursements

  1. Employee Reimbursements

Y. Personal Service Contracts

  1. Business Procedures Manual Overview
  2. Training Guide and Examples
  3. Business Procedures Manual - Personal Service Contracts <$10,000
  4. Personal Service Contract Form <$10,000
  5. Business Procedures Manual - Personal Service Contracts $10,000 or greater
  6. Personal Service Contract Form $10,000 or Greater
  7. Proof of Necessity Form
  8. Invoice Form
  9. Memorandum of Agreement

Z. Insurance Requirements

  1. Overview
  2. Sample Request Letter
  3. University Insurance Certificate

AA. End of Fiscal Year Memo

  1. Overview
  2. Sample End of Year Memo
  3. End of Fiscal Year – What to Expect at Fiscal Year Crossover (Internal)

AB. Tax Exemptions

  1. Overview

AC. New Employee Information

  1. New Employee Information

AD. Front Desk/Receptionist Responsibilities

  1. Front Desk/Receptionist Responsibilities

AE. Bid Clerk Responsibilities

  1. Bid Clerk Responsibilities

AF. IT Help Materials

  1. Setup 379 Conference Calendar and Schedule Meetings
  2. Password Protect Excel Spreadsheet
  3. Track Changes in Word
  4. Use Adobe to Form Document From Multiple Smaller Documents
  5. Using Adobe e-Sign
  6. Password Protect Adobe Document
  7. Malicious vs Valid Email Messages
  8. Manage Computer Drives and Documents
  9. Use Office 365 (Web) Version of Outlook
  10. Using Rightfax
  11. Cisco Phone Quick Reference Guide
  12. Reset Voicemail PIN
  13. Voicemail Quick Reference Guide and Exchange
  14. Office 365 Email Setup For iPhone and Android Phone
  15. Connect Email on iPhone or iPad
  16. Additional Voicemail Web Portal Resource
  17. How to Reduce Size of a .pdf File

AG. Procurement Services Website

  1. Administration and Request Changes or Uploads

AH. HR Processes

  1. Create Timesheet
  2. Create Leave Request
  3. Complete Performance Review

AI. Business Case Materials

  1. Business Case Template – Strategic Sourcing Initiative (Word) 
  2. Example Completed Business Case (Word)
  3. Business Case Template – Strategic Sourcing Initiative (PowerPoint)
  4. Example Completed Business Case (PowerPoint)
  5. Business Case Template – Short Form (Bids and Simple Solicitations)
  6. In-House Business Case Excel Dashboard Templates (3)
  7. Business Case Final Summary
  8. Huron Training Module 1 – Strategic Sourcing Training Overview
  9. Huron Training Module 2 – Data Gathering and Contract Review
  10. Huron Training Module 3 – Data Analysis
  11. Huron Training Module 4 – Business Case Development
  12. Huron Training Module 5 – Implementation and Negotiation
  13. Huron Template 1 – Business Case Analysis Workbook
  14. Huron Template 2 – Analysis Calculation Guide
  15. Huron Template 3 – Sample Supplier Scorecard
  16. Huron Training Module 6 – Compliance and Audit
  17. Strategic Supplier Quarterly Meeting Template

AJ. Miscellaneous

  1. Logging 101 Guide
  2. Journal Vouchers
  3. Handling Media Requests
  4. Handling Incoming Payments or Cash Equivalents
  5. University Style Guide
  6. Agency (9-) Accounts
  7. Real Estate Services
  8. Directions To Peterson Bid Desk
  9. Emergency Purchase Justification
Central Purchasing
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About Us

Procurement Services provides procurement support to the University enterprise including Academic, HealthCare, Research, Athletics, Facilities, and other areas.

Visit Us

Procurement Services central office is located at Room 322 Peterson Service Building at 411 S. Limestone, Lexington, KY 40506-0005.

Contact Us

Phone (Central Office): (859) 257-9100
FAX: (859) 257-1951
Email: UKPurchasing@uky.edu

Central Purchasing
322 Peterson Service Bldg.
411 S Limestone
Lexington, Kentucky 40506
Phone: (859) 257-9100
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Last Updated: 2025-09-14 00:48:07