Purchasing / Accounts Payable Quick Reference Guide

Accreditation Fees

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Accreditation fees for specific academic program or area

Ad Placement (One-time or short-term placement of ads via print, radio, TV, billboard, etc.)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / SAP Requisition through Procurement Services

Single advertising purchase provided by provider of newspaper, radio, television, billboard, etc. media

Procurement Services must review and sign any written agreement, regardless of purchase method. 

Public Relations/Marketing must approve ad copy. 

Use GL 530139 for all purchases except employment advertising.

Advertising Services (Long-term placement of ads via print, radio, TV, billboard, etc.)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / SAP Requisition through Procurement Services

Long term or repetitive advertising from a media provider that may be for several months, a year, or more than a year.

Procurement Services must review and sign any written agreement, regardless of purchase method. 

Public Relations/Marketing must approve ad copy. 

Use GL 530139 for all purchases except employment advertising. 

Contact Procurement Services for any purchase that may involve consulting, marketing, or branding services.

Advertising, employment

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / SAP Requisition through Procurement Services

Ad placement related to employment postings

Use GL 530502 if advertising for employment purposes.

Agricultural Equipment, Supplies and Animals

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / SAP Requisition through Procurement Services

Purchase of tractors, crop, livestock, etc. equipment or supplies, fertilizer, fencing, agricultural animals, etc.

Aircraft Systems, Unmanned (Drones)

SRM Shopping Cart / SAP Requisition through Procurement Services

Drone aircraft that may be used for research surveys, videos, etc.

Not allowed on procurement card under any circumstance. 

Prior to operation please review BPM Section D-2 Unmanned Aircraft Systems. 

Registration in Event Management System (EMS) required if operated on campus.

BPM or Other Policy References: 
D-2 Unmanned Aircraft Systems
 
Applicable Website(s): 
Event Management System

Alcoholic Beverages

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Spirits, wine, beer

Use GL Account 540356. Procurement card may be used; itemized receipt must be provided. 

All alcohol purchases must comply with discretionary spending policy.

BPM or Other Policy References:
B-3-2 Delegated Procurement Policy for Departments
E-7-10 Discretionary Policy

Artwork

SRM Shopping Cart / ECC Requisition through Procurement Services

Prints, sculptures, metalwork, ceramics, glassworks

Attorneys

SRM Shopping Cart / ECC Requisition through Procurement Services

Attorneys or firms or individuals providing legal services

Requires Personal Service Contract 

All purchases must be reviewed by Office of Legal Counsel prior to creation of Personal Service Contract and related Shopping Cart / Requisition. 

Use GL 530133 for all legal fees and expenses except patient-related purchases. 

Use GL 535028 for all patient-related purchases.

BPM or Other Policy References:
B-4 Personal Service Contracts
B-4-1 Personal Service Contracts ($10K or less)
B-4-2 Personal Service Contracts (Exceeding $10K)

Applicable Forms:
Personal Service Contract ($10K or greater)
Proof of Necessity
Personal Service Contract ($10K or less)

Auctioneer

SRM Shopping Cart / ECC Requisition through Procurement Services

Audio / Video Equipment / Supplies

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Use B & H Photo e-catalog on the SRM/Ariba Network when needed items are available from this provider.

Audio / Video Services

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Recording of sound or video that may be used for advertising, promotion, instruction, research, etc.

Includes production of film, movie, web videos, etc.

If performed by a company, may use procurement card, as otherwise applicable.

If performed by an individual, follow Independent Contractor process outlined within Business Procedures Manual. Use Shopping Cart/Requisition if Independent Contractor.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Awards - Employee Cash (or cash equivalent)

Payroll

Service awards or related incentives provided to employees.

Refer to BPM E-7-12 Employee Awards

BPM or Other Policy References:
E-7-12 Employee Awards

Awards - Employees, Non-Cash (excludes cash equivalent items, e.g., gift cards)

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Service awards or related incentives provided to employees.

BPM or Other Policy References:
E-7-12 Employee Awards

Awards - Students Cash (or cash equivalent, e.g., gift cards)

Payment Request Document (PRD)

Fully review comments in BPM E-7-14 Student Payments

Must attach completed and signed PBS form.

BPM or Other Policy References:
E-7-14 Student Payments

Applicable Forms:
Payments on Behalf of Students

Awards - Students, Non-Cash (excludes cash equivalent items, e.g., gift cards)

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Contest, academic, scholarships, etc. awards provided to students

Fully review comments in BPM E-7-14.

Must attach completed and signed PBS form

BPM or Other Policy References:
E-7-14 Student Payments

Applicable Forms:
Payments on Behalf of Students

Blinds, draperies, other window coverings

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Mini-blinds, door blinds, black-out curtains, drapes for windows and doors

Must comply with University Fire Marshal flammability ratings. Contact Procurement Services for sourcing information.

Books for departmental use, including reference books, workbooks and handbooks

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Academic or reference books, training, fiction, dictionaries, etc

Academic textbooks should be purchased via the University Bookstore

Building Supplies

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Lumber, shelving, electrical, plumbing, drywall, etc.

Use Grainger, Sid Tool dba MSC, and ESG e-catalogs on the SRM/Ariba Network when needed items are available from these providers.

PPD areas must use UK Supply Center

Catering Services - Off Campus

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Providers of catered foods and related services for events, etc.

Must be on approved catering list

Use GL Account 540356 for alcohol purchases. Itemized receipt must be provided. When possible, alcohol purchases should be invoiced separately.

All alcohol purchases must comply with discretionary spending policy.

BPM or Other Policy References:
E-7-10 Discretionary Policy

Applicable Websites:
Catering and Approved Listing

Catering Services - UK Dining, Spindletop Hall

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Providers of catered foods and related services that are internal to the University

Use GL Account 540356 for alcohol purchases. Itemized receipt must be provided. When possible, alcohol purchases should be invoiced separately.

All alcohol purchases must comply with discretionary spending policy.

Chemicals

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Laboratory chemicals, water treatment, pesticides/herbicides, etc.

For laboratory chemicals, use Avantor-VWR, Fisher Scientific, Life Technologies, Qiagen, MilliporeSigma, and Bio-Rad e-catalogs on the SRM/Ariba Network when needed items are available from these providers.

Clinics, Doctors/Hospital for services rendered to UK patients when UK is unable to provide service

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Coffee and other refreshments for offices and official University functions

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Coffee, tea, snacks, etc.

BPM or Other Policy References:
E-7-10 Discretionary Policy

Collection Services

SRM Shopping Cart / ECC Requisition through Procurement Services

Firms that pursue collection of monies due to the University from students, patients, etc.

Computers

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Desktops, servers, laptops, tablets, monitors, peripherals, accessories

Use Dell, CDW, and Connection (MoreDirect) e-catalogs on the SRM/Ariba Network when needed items are available from these providers.

Apple, Lenovo, or other one-off brands are to be purchased using procurement card if $5000 or less; use Free Text Shopping Cart if order is greater than $5000.

Note: Any user within the UKHC Enterprise, including Hospital, Ambulatory and all College of Medicine departments, must contact the UKHC IT Service Desk to request purchase of any IT asset. This includes hardware (e.g., computers, servers, etc.), software, licenses, peripherals, etc. These areas are not allowed to directly purchase these items. Please reference Healthcare Policy #A04-105.

Consulting Services

SRM Shopping Cart / ECC Requisition through Procurement Services

Professional services related to improving business processes, financials, organizational improvements, etc.

Must use Personal Service Contract process

BPM or Other Policy References:
B-4 Personal Service Contracts
B-4-1 Personal Service Contracts ($10K or less)
B-4-2 Personal Service Contracts ($10K or greater)

Applicable Forms:
Personal Service Contract ($10K or greater)
Proof of Necessity
Personal Service Contract ($10K or less)

Contest judges

SRM Shopping Cart / ECC Requisition through Procurement Services

Individuals who judge academic contests such as debates, computing or engineering competitions, etc.

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Communication Services and Devices

SRM Shopping Cart / ECC Requisition through Procurement Services

Cell phones, desk phones, pagers, ethernet connections, etc.

Must be approved by Information Technology Services

BPM or Other Policy References:
Q-1-2 Policy for Use of Cell Phones Provided to Employees
Q-1-3 How to Obtain Communication Services

Applicable Forms:
Cellular Device Request Form

Copyrighted educational materials

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Educational pamphlets direct from the entities who produced them: nutrition, diet, health, medical, academic, technical, etc.

If signature required, must be on a Shopping Cart / Requisition

Custom and Tariff Fees

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Fees required to export or import goods out of or into the US

Dry Cleaning and Laundry Services

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Laundering or other cleaning of medical uniforms, linens, etc.

Dues for Memberships

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Dues for a faculty member in professional organization; organizational dues for a specific program.

BPM or Other Policy References:
E-7-10 Discretionary Policy

Duplicating Services

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Production of paper copies either from a file or paper original; related services such as lamination, hole punching, etc.

Use on-campus Document Service Centers operated by Ricoh-USA

Applicable Websites:
Managed Print Services

Editing or Writing Publications or Articles

SRM Shopping Cart / ECC Requisition through Procurement Services

Services performed by an outside individual to write or edit research articles, media communications, etc.

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy Reference(s):
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Form(s):
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Entertainment or Amusement

SRM Shopping Cart / ECC Requisition through Procurement Services

Musical, comedy, etc. events for students or the general public; bands, disc jockeys for student events, etc.

Includes actors, musicians, bands, disc jockeys, etc.

Procurement Services must review and sign any written agreement.

If transacted with individual(s), follow Independent Contractor process outlined within Business Procedures Manual.

Events must be previously registered and approved within the University's Event Management System (EMS).

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Applicable Websites:
Event Management System

Equipment Leases/Rental

SRM Shopping Cart / ECC Requisition through Procurement Services

Lease of construction equipment for a project, rental of chairs and tables for an event, etc.

Procurement Services must review and sign any written agreement.

BPM or Other Policy References:
E-12-1 Capitalization Policy

Equipment, Repairs, and Service involving no signed contract or no maintenance agreement

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

One-time repairs to a scientific, office, construction, grounds, etc. equipment.

If written agreement required, must be on a Shopping Cart / Requisition

Event Tickets

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Reference University Discretionary Policy guidance and compliance requirements.

BPM or Other Policy References:
E-7-10 Discretionary Policy

Examination Fees

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Certification testing, academic testing, etc.

Exhibit Space for Conventions, Conferences, Trade Shows/Meeting space/room

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Booth rental for a conference or promotion of program or department

If written agreement required, must be on a Shopping Cart / Requisition

Exhibit Fees

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

If written agreement required, must be on a Shopping Cart / Requisition

Express Mail Services (i.e., FedEx, UPS, DHL)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Packages or letters shipped to other destinations

Flowers

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

BPM or Other Policy References:
E-7-10 Discretionary Policy

Floor Coverings, Removal and/or installation

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Carpet, rugs, vinyl flooring, etc.

For permanent removal or installation of floor coverings (e.g., tile, hardwood, vinyl, etc.) request through PPD work order

Freight and other shipping costs

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Shipping costs when they are due for payment apart from the purchase of the actual good; charges only for shipping of items to other destinations.

Furniture

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Cubicles, desks, chairs, filing, tables, large marker boards, etc. (Does not include casework/cabinetry that is permanently attached to buildings.)

Must comply with University Fire Marshal flammability ratings (requirement is automatically met when utilizing contracted suppliers). Contact Procurement Services if needed for additional information.

Use Office Resources Inc. (ORI) e-catalog on the SRM/Ariba Network when making purchases of Steelcase furniture items.

BPM or Other Policy References:
E-12-1 Capitalization Policy

Gases, Medical or Scientific

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Oxygen, hydrogen, helium, acetylene, etc.

Click here to access ordering information for American Welding and Gas (AWG)

Gasoline - Voyager Monthly Invoices for Fleet Card Purchases

Payment Request Document (PRD)

Gasoline purchased directly from fueling stations using a Voyager fleet card for payment, if applicable

Gasoline purchases made for short-term rental vehicles

Procurement Card Purchases Less Than $5,000

If a University vehicle or long-term lease, fleet cards are available and must be used.

Gasoline (Bulk) for use in Physical Plant, Agriculture areas, etc.

SRM Shopping Cart / ECC Requisition through Procurement Services

Gasoline purchased in bulk for oncampus vehicle fueling

Gift Cards

Must be purchased through the Declining Balance Card or Loadable Card Program.

Reference BPM E-9 related to gift cards for research subjects.

Gift cards as gifts are not allowable in any instance.

BPM or Other Policy References:
E-9 Compensation to Research Subjects

Gifts, excluding promotional items

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Gifts for official visitors, speakers, or retiring staff

Refer to the Discretionary Expenditure Policy E-7-10. Retirement gifts are allowed on procurement card.

BPM or Other Policy References:
E-7-10 Discretionary Policy

Golf carts and similar unlicensed utility vehicles

SRM Shopping Cart / ECC Requisition through Procurement Services

Golf carts, utility carts, small campus vehicles

Must follow all requirements per D-1-3 Golf Carts and Utility Vehicles

BPM or Other Policy References:
D-1-3 Golf Carts and Utility Vehicles

Government Fees

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

State license fees, document fees, tax or lien fees

Graphic Design

SRM Shopping Cart / ECC Requisition through Procurement Services

Visualizations or illustrations used in any type of visual media (print, web design, etc.)

Any graphic design related to printing must be transacted through the contract printers.

Other graphic design is subject to Personal Service Contract process.

Must be approved through Public Relations/Marketing

Guest Expenses, e.g., Hosting Official Guest of the University

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Guest meals, parking fees, hotel, travel, baggage

BPM or Other Policy References:
E-7-10 Discretionary Policy

Guns, ammunition, dynamite, or any other explosive materials

SRM Shopping Cart / ECC Requisition through Procurement Services

Hazardous &/or Radioactive Materials

SRM Shopping Cart / ECC Requisition through Procurement Services

Isotopes, medical waste, chemicals

Approval required by Environmental Health & Safety Officer

BPM or Other Policy References:
Environment Health and Safety

Honoraria

Payment Request Document (PRD)

Payments made to speakers or guest lecturers that are unsolicited

Follow Independent Contractor process outlined within Business Procedures Manual.

Must process through Human Resources for payments greater than $2,000 excluding travel.

BPM or Other Policy References:
E-7-18 Honorarium Payment

Applicable Forms:
Honorarium Payment Form

Insurance - Employee Health

Payroll

UK Employee Health Insurance processed via Payroll. Further questions should be presented to Human Resources.

Insurance - International Travel

Insurance Coverage for Faculty, Staff, and Students when traveling abroad

To ensure coverage under UK’s international insurance plan, all University travel outside of the United States and to the U.S. territories as defined in IRS Publication 570 should be registered on the International Travel Registry. For further guidance contact the Director of International Health, Safety, & Security.

A University Employee is automatically insured for this coverage. Student employees are charged on their Student Account statement.

A University Employee is automatically insured for this coverage. Student employees are charged on their Student Account statement.

BPM or Other Policy References:
E-5-1 Reimbursement of Travel Expenses

Applicable Websites:
Insurance Coverage Abroad

Insurance - Liability (Non-travel)

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Procurement Card may be used for payment of:

1. "Excess" Accident Medical Insurance for (1a) UK Students partaking in Alternative Service Break work/summer camps (within the U.S.), or (1b) Non-UK Students (minors ) attending camps on UK campus;

2. Doctors without Borders Insurance.

Contact Risk Management for guidance on ALL other Liability Insurance Payments.

Insurance - Health Plan for International Students

Health Insurance for visiting scholars etc.

Not allowable from UK Funds - Visiting scholars shall be responsible for all premiums.

BPM or Other Policy References:
Administrative Regulation (AR) 5:1

Interviewers

SRM Shopping Cart / ECC Requisition through Procurement Services

Individuals performing interviews for media, research, patient care, etc.

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Internal Payments to University Departments

Per Business Procedural Manual E-4: Journal Vouchers (JVs) should be processed for posting charges for goods or services rendered by one department for another University department when a satellite billing system is not used. These should not be purchased via Procurement Card

Interpreters

SRM Shopping Cart / ECC Requisition through Procurement Services

Individuals performing language interpretation for patient care, campus visitors, students, etc.

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Inventory Items (Hospital, Supply Center, CNS)

SRM Shopping Cart / ECC Requisition through Procurement Services

Stock materials ordered and maintained specifically for patient care, Supply Center, IT, etc. and warehoused for distribution into usage.

Kentucky Medical Services Foundation (KMSF) Payment

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Payments for medical care to the University's clinical affiliate

Janitorial Items

Cleaners, mops, disinfectant, soap, towels, tissue, etc.

UK Supply Center (Store) provides all janitorial items for the University. Contact the Supply Center for items or questions.

Applicable Websites:
UK Supply Center

Laboratory Equipment, Supplies, Analyses, and Related Services

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Centrifuges, ovens, microscopes, shakers, autoclaves, beakers, lab scissors and spatulas, glassware, pipets, lab analysis performed by outside vendors or other third party provider or partner

Use Avantor-VWR, Fisher Scientific, Life Technologies, Qiagen, MilliporeSigma, and Bio-Rad e-catalogs on the SRM/Ariba Network when needed items are available from these providers.

Purchases of specialized laboratory goods or services not available from the above suppliers (e.g., Qiagen, BioRad, Carl Zeiss, etc.) can be conducted via procurement card or SRM Free Text Shopping Cart, as applicable.

Procurement Services must review and sign any miscellaneous written agreement.

Leased items

SRM Shopping Cart / ECC Requisition through Procurement Services

Capital leases for large IT or medical equipment, agricultural tractors and equipment

BPM or Other Policy References:
E-12-1 Capitalization Policy

Legal Services

SRM Shopping Cart / ECC Requisition through Procurement Services

Attorneys, paralegals

All purchases must be reviewed by Office of Legal Counsel prior to creation of Personal Service Contract and related Shopping Cart / Requisition.

Use GL 530133 for all legal fees and expenses except patent-related purchases

Use GL 535028 for all patent-related purchases.

BPM or Other Policy References:
B-4 Personal Service Contracts
B-4-1 Personal Service Contracts ($10K or less)
B-4-2 Personal Service Contracts ($10K or greater)

Applicable Forms:
Personal Service Contract ($10K or greater)
Proof of Necessity
Personal Service Contract ($10K or less)

Library Books, Periodicals, Pamphlets, Subscriptions - Electronic Only

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Books, magazines, scientific journals, publications, subscriptions specific to the University's library system

Procurement Services must review and sign any written agreement

Library Rare Books and Collections and Library Audio/Visual Reference Materials may be purchased via Procurement Card. Other purchases should be SRM Shopping Cart.

Note: This commodity does not include software agreements; please reference commodity line for Software for additional information.

Licenses or Certifications, Skilled Trades

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Plumber or electrician license, Commercial Driver (CDL), medical resident license

Refer to E-7-10 Discretionary Expenditure Policy

BPM or Other Policy References:
E-7-10 Discretion Policy

Mailing Lists

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Listings of persons with address or email information for solicitations, research projects, marketing, etc.

Maintenance Contracts

SRM Shopping Cart / ECC Requisition through Procurement Services

Term agreements for providers of maintenance to scientific, medical, IT, technical, etc. equipment including preventative maintenance.

Procurement Services must review and sign any written agreement.

Managed Print Services

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Provision of multi-function devices for printing, copying, faxing, scanning directly within departments and are paid based on per-click usage

Ricoh-USA is exclusive provider. Applies to all equipment or services that involve digital impressions (copiers, scanners, faxes, printers, multi-function machines).

Meals - Except employee meals while in travel status

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Meals for meetings, interviews, doctoral or scholar candidates

Refer to E-7-10 Discretionary Expenditure Policy

BPM or Other Policy References:
E-7-10 Discretion Policy

Medical Supplies Patient-Related with Cost Centers (1058XXXXXX) and (1061XXXXXX) and (107XXXXXXX)

SRM Shopping Cart / ECC Requisition through Procurement Services

Patient care items for use in the University's hospital and clinical areas

Medical services rendered to patients, students, when UK Hospital/clinics are unable to provide the services

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Medical services purchased from providers outside the University

Refer to BPM B-3-2-2 Payment Request Document

BPM or Other Policy References:
B-3-2-2 Payment Request Document

Moving Expenses, Employee, i.e., relocation

Payroll

Trucking, shipping, moving costs for a new faculty or staff related to relocation

Refer to BPM E-7-8 Relocation Expenses for Faculty and Staff

BPM or Other Policy References:
E-7-8 Relocation Expenses for Faculty and Staff

Moving Expenses of University Space

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Trucking, shipping, moving costs to move a department's property and items from one location to another

Departments may consider PPD Trucking for pricing and availability

Musical instruments, books, and printed music (non-digital)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Pianos, saxophones, clarinets, sheet music, music textbooks

Office Decorations

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Lamps, artwork, vases, etc. used in a common area

Refer to E-7-10 Discretionary Policy

BPM or Other Policy References:
E-7-10 Discretion Policy

Office Supplies

SRM Shopping Cart / ECC Requisition through Procurement Services

Copy paper, pens, pencils, tape, foot stools, staples, rubber bands, etc.

Use ODP Business Solutions e-catalog on the SRM/Ariba Network for all needed purchases of office supplies and equipment.

Patient Expenses for meals, lodging, etc.

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Personal Services Contracts

SRM Shopping Cart / ECC Requisition through Procurement Services

Attorneys, auditing/accounting, collection firms, architect/engineer, consulting firms, executive search firms, insurance adjusters, web design, auctioneers, licensed medical personnel, graphic design not part of contract printing

Contract and Proof of Necessity Forms must be completed and approved prior to work taking place. Refer to BPM B-4 Personal Service Contracts.

BPM or Other Policy References:
B-4 Personal Service Contracts
B-4-1 Personal Service Contracts ($10K or less)
B-4-2 Personal Service Contracts ($10K or greater)

Applicable Forms:
Personal Service Contract ($10K or greater)
Proof of Necessity
Personal Service Contract ($10K or less)

Photography Companies / Photos

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Stock photos, photography services or products provided by a company

Photography performed by individuals

SRM Shopping Cart / ECC Requisition through Procurement Services

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Postal Charges, including stamps and electronic prepayment by meters

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Stamps, metered mail charges

Printing Services (Approved contractors only)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Printed publications performed on offset or digital press, publications, brochures, pamphlets, magazines, books. Includes all stationery - business cards, letterhead, envelopes, etc.

Per KRS statutes and Kentucky Administrative Regulations, no external printing services may be performed by any non-contracted source.

Applicable Websites:
Printing Services

Printers (desktop, etc.) and related digital impression equipment (e.g., production printers, scanners, etc.)

SRM Shopping Cart / ECC Requisition through Procurement Services

Applicable Websites:
Managed Print Services

Promotional Items (Imprinted Goods)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Imprinted products for giveaway or promotional purposes - T-shirts, pens, mugs, imprinted food preparation items, etc.

Must use Fermata licensed vendors

*Procurement card may ONLY be used with one of the contracted promotional vendors.

Use GL 530139 for all purchases.

The University Bookstore can also be used as a source.

Publications, reprints, pages or articles from professional journals

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Scientific journal articles, copyrighted (pre-printed) publications that are proprietary to the provider and only available from a single or selected source(s)

Real Estate

SRM Shopping Cart / ECC Requisition through Procurement Services

Purchase, lease, or rental of any real estate property, office space, warehouse space, etc.

BPM or Other Policy References:
Office of Real Property

Recruitment Expenses (*)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Expenses related recruitment of individuals for employment candidates, academics, athletics, doctoral candidates, post-doctoral scholars. Could include meals, travel, advertising, etc.

Procurement Services must review and sign any written agreement.

Use GL 530139 for all purchases except employment advertising.

Use GL 530502 if advertising for employment purposes.

*Recruitment expense for a single individual may be submitted via PRD.

Employees must have an 8XXXXX vendor number for reimbursements

Applicable Forms:
Employee PERNER Form

Referees

SRM Shopping Cart / ECC Requisition through Procurement Services

or

Payment Request Document (PRD)

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Refreshments for Workshops (Not catered)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Snacks, drinks, fruit, appetizers, etc.

Standard procurement card can be used at grocery stores.

Refer to BPM E-7-10 Discretionary Policy

BPM or Other Policy References:
E-7-10 Discretion Policy

Refreshments for Department Use

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Snacks, drinks, fruit, appetizers, etc.

Standard procurement card can be used at grocery stores.

Refer to BPM E-7-10 Discretionary Policy

BPM or Other Policy References:
E-7-10 Discretion Policy

Refunds - Students and Patients

Payment Request Document (PRD)

Registration Fees Only - Conferences/Meetings/ Trainings

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Registration fees to attend conferences, meetings, trainings, etc. specifically for official events within the formal agenda.

Registration Fees - Conferences/Meetings/ Trainings with optional events

Payment Request Document (PRD)

Registration fees to attend conferences, meetings, trainings, etc. for events that are beyond events within the formal agenda.

Reimbursements to Employees

SRM Shopping Cart / ECC Requisition through Procurement Services

or

Payment Request Document (PRD)

Refer to BPM E-7-5 Payments to US Citizens / US Business Entities

If the item(s) being submitted for employee reimbursement are listed within the PRD product categories, use the PRD for the reimbursement. If no PRD product category exists for the item(s), execute reimbursement via Shopping Cart/Requisition.

Must use the Employee Reimbursement Form

BPM or Other Policy References:
E-7-5 Payments to US Citizens / US Business Entities

Applicable Forms:
Employee Reimbursement Form
Employee PERNER Form

Rental of Equipment (Long Term)

SRM Shopping Cart / ECC Requisition through Procurement Services

Rental of construction, scientific, office, etc. equipment for longer than a month

Procurement Services must review and sign any written agreement.

Rental of Equipment (Short Term)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Rental of construction, scientific, office, etc. equipment for a period of days or weeks

Procurement Card authorized if no written agreement is required. Procurement Services must review and sign any written agreement.

Rental of Space

SRM Shopping Cart / ECC Requisition through Procurement Services

Rental of office, warehouse, or other physical space

Contact Office of Real Property

BPM or Other Policy References:
Office of Real Property

Resale Items

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Items purchased by a department that will be resold; typically, these may be imprinted apparel, etc.

Research Subject Payments

Refer to BPM E-9 Compensation to Research Subjects

BPM or Other Policy References:
E-9 Compensation to Research Subjects

Royalty Payments

Payment Request Document (PRD)

Royalty payments for articles, books, authoring of other types, intellectual property, etc.

Scholarships, Fellowship Payments to UK Students

Student Financial Aid

Must be approved by Student Financial Aid Office

Security Services

SRM Shopping Cart / ECC Requisition through Procurement Services

If individual(s), follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Service Calls - (See Equipment, Repairs and Service)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

One-time repairs to a scientific, office, construction, grounds, etc. equipment.

Procurement Services must review and sign any written agreement.

Software

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Procurement Card may be used if no written agreement is involved.

Use Dell, CDW, and Connection (MoreDirect) e-catalogs on the SRM/Ariba Network when needed items are available from these providers.

Any written agreement for campus (non-UKHC) areas must be provided for institutional review and signature prior to purchase. This includes online "click-through" agreements. Campus areas are to complete and submit the Software and Subscription Licensing Form on the ServiceNow platform available here.

Questions regarding the process or the ServiceNow form can be directed to ITS/Procurement Services via this email.

UKHC areas should work directly with UK HealthCare IT and Vendor Management Office (VMO), as needed, for any software needs.

Applicable Forms:
Software Acquisition Form 
(Additional requirement applies for software purchases $10,000 or greater)

Speaker Fees, Visiting or Guest Lecturer

SRM Shopping Cart / ECC Requisition through Procurement Services

Speakers or guest lecturers for seminars, public events, etc.

Follow Independent Contractor process outlined within Business Procedures Manual.

Should have Event Management System (EMS) ID Number indicated. This is for Fees only, not for guest expenses or meals.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Applicable Websites:
Event Management System

Sponsorships

Payment Request Document (PRD)

Include statement on PRD indicating tangible items of value are being received by the University in exchange for the sponsorship, i.e., brand recognition, exhibit table, etc.

Sports Day Camp Instructors

SRM Shopping Cart / ECC Requisition through Procurement Services

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Stipends and Grants to UK Students - Please refer to BPM for appropriate payment type

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

or

Student Financial Aid

BPM or Other Policy References:
E-7-14 Student Payments

Applicable Forms:
Payments on Behalf of Students

Storage, Temporary

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Temporary storage rental with a storage unit or lockers

If written agreement is required, must be on a Shopping Cart / Requisition

Student payments

BPM or Other Policy References:
E-7-14 Student Payments

Applicable Forms:
Payments on Behalf of Students

Student orientation and reception activity expenses

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Events must be previously registered and approved within the University's Event Management System (EMS).

Applicable Websites:
Event Management System

Sub-Awards

Entities outside the University who will perform a portion of research scopes of work, typically other universities, non-profits, local organizations, etc. rather than a conventional supplier

Transact only through Office of Sponsored Projects Administration (OSPA)

Applicable Websites:
Office of Sponsored Projects Administration

Subscriptions to newspapers, magazines and journals for Official University purposes

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Newspapers, magazines, journals used for research, library usage, patient waiting areas.

Note: This commodity does not include software agreements; please reference commodity line for Software for additional information.

Tents and Other Temporary Structures

SRM Shopping Cart / ECC Requisition through Procurement Services

Shopping Cart/Requisition required to ensure compliance with University and state guidelines

Applicable Websites:
Environmental Health and Safety Temporary Structures Policy

Theater Equipment and Supplies

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Props, costumes, theater-specific media or projection equipment

Training Supplies, Equipment, and Services Performed by Companies

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Training activities by outside companies, prototype equipment, etc.

Training Services Performed by Individuals

SRM Shopping Cart / ECC Requisition through Procurement Services

Training services provided specifically by a one or more individuals. Training is conveyance of knowledge; excludes any type of formal consulting services.

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Transcription services provided by individuals

SRM Shopping Cart / ECC Requisition through Procurement Services

Transcription provided by individuals for use in patient care areas, research projects, media, article formation, etc.

Follow Independent Contractor process outlined within Business Procedures Manual. Purchases from companies (only) is allowable via Procurement Card.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Translators

SRM Shopping Cart / ECC Requisition through Procurement Services

Translation provided by individuals for use in patient care areas, research projects, media, article formation, etc.

Follow Independent Contractor process outlined within Business Procedures Manual. Purchases from companies (only) is allowable via Procurement Card.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form

Transportation Services (Chartered Buses, Taxi, Aircraft, Watercraft, etc.)

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Tour buses, taxi/Uber/Lyft if purchased apart from travel, aircraft or helicopter charters, boating, etc.

Procurement Services must review any written agreement and insurance requirements

Travel Services / Employee TravelRelated Reimbursements

Concur Travel

Travel expenses incurred by faculty of staff for official University travel. Lodging, meals, transportation, baggage, etc.

BPM or Other Policy References:
E-5-1 Reimbursement of Travel Expenses
E-5-2 Travel Advances and Repayments

Travel - Guest Expenses

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Travel expenses incurred by official guests of the University. Lodging, meals, transportation, baggage, etc.

Travel - Students Expenses

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Travel expenses incurred by students of the University on official travel. Lodging, meals, transportation, baggage, etc.

BPM or Other Policy References:
E-7-11 Establishment of Student Recognition Awards and Prizes

Applicable Forms:
Payments on Behalf of Students

Uniforms

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Shirts, pants, lab coats, scrubs, typically these may have imprints or embroidery

Procurement Services must review any written agreement.

Utility Payments

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Gas, electric, water, etc.

Note: Utility provider may charge processing fee for acceptance of procurement card.

Vehicles, Leased/Purchased

SRM Shopping Cart / ECC Requisition through Procurement Services

Vehicle request form must be filled out with appropriate signatures and sent to Procurement Services

Applicable Forms:
Vehicle Request Form:

Vehicle Maintenance & Repair

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Maintenance and repairs to University owned vehicles - cars, trucks, vans, utility trucks, motorcycles, large trucks, etc.

Warehouse Memberships, Retail

Procurement Card Purchases Less Than $5,000

or

Payment Request Document (PRD)

Retail memberships with Sam's Club: Contract UKPurchasing@uky.edu to obtain membership application(s); use PRD for payment of membership application(s). Use PRD Product Category 80141703 / Warehouse Memberships & GL Account 535024. Use procurement card for actual purchase of goods after membership(s) processed and approved.

Payment of annual departmental renewals can be paid by procurement card. Must be for University departmental memberships only and cannot be used for personal memberships.

Water for human consumption - bottled or cooler

Procurement Card Purchases Less Than $5,000

or

SRM Shopping Cart / ECC Requisition through Procurement Services

Departments must have an approval letter from Environmental Health and Safety (EHS) if items are to be purchased on non-discretionary funds.

BPM or Other Policy References:
E-7-10 Discretion Policy

Writing, editing, or proofreading of publications or articles

SRM Shopping Cart / ECC Requisition through Procurement Services

Writing, editing or proofreading of articles, publications, media, etc. performed by individuals as part of creation.

Follow Independent Contractor process outlined within Business Procedures Manual.

BPM or Other Policy References:
E-7-3 Classifying a Worker as Employee or Independent Contractor

Applicable Forms:
Independent Contractor Scope of Work Form
Worker Status Evaluation Form