northern kentucky university procurement services n.
Skip this Video
Download Presentation
Northern Kentucky University Procurement Services

Loading in 2 Seconds...

play fullscreen
1 / 19

Northern Kentucky University Procurement Services - PowerPoint PPT Presentation

  • Uploaded on

Northern Kentucky University Procurement Services. Basic Purchasing 101. About Procurement Services. Mission Statement We provide professional purchasing services to meet the needs of the academic and administrative departments of the university in a timely manner at the lowest possible cost.

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about 'Northern Kentucky University Procurement Services' - sloan

Download Now An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
about procurement services
About Procurement Services
  • Mission Statement

We provide professional purchasing services to meet the needs of the academic and administrative departments of the university in a timely manner at the lowest possible cost.

We assure university and individual compliance with Kentucky's Model Procurement Code and all other applicable statutes, administrative regulations, state and university policies. We conduct ethical business practices by providing equal treatment to all providers of goods and services.

procurement services making a nku business purchase contact the nku purchasing staff
Procurement Services Making a NKU Business Purchase contact the NKU Purchasing Staff:
  • Jeff Strunk – Director
  • Blaine Gilmore – Associate Director
  • Sharon Koenig – Expediting Specialist
  • Betty Castle – Expediting Clerk
  • Eli Baird – Bid Specialist
  • Holly Vasquez – PCARD Specialist
procurement services
Procurement Services
  • Visit our website to find helpful purchasing information:
  • Forms
  • Online Tutorials
  • Vendor Registration
  • Quick Links
  • Personal Services Contracts
  • Adobe Software/ IT Cloud Services
  • Procurement Procedures and more
  • What to Buy?
  • Checking your Budget
  • Selecting a Vendor
  • Payments to Vendors
  • Dollar Thresholds/Bidding- How much does it cost?
  • Obtaining Estimates/Quotations
  • How to Buy?
  • PSC – When to use Personal Services Contract
  • Department Responsibilities/SAP Tips
  • Best Practices Guidelines /Q & A
what to buy
What to Buy
  • Commodity:

A tangible product or good.

  • Service:

An intangible function provided, such as providing maintenance or repairs.

check your budget 1st
Check your Budget 1st
  • You must have enough money in your account to make a purchase, so check to verify.
  • Cost Center is the 8 digit number assigned to your departments Budget.
  • Money can be transferred from one account line to another. This process is called Budget Transfer.
  • Budget Transfers allow you to move money from one account line to another within the same fund.
  • Contact the Comptroller’s Office x5263 to inquire about Budget Transfer process.
how to buy 2 methods
How to Buy/2 Methods
  • 1. NKU PCARD
  • Single Transactions up to 1K
  • Obtain goods/services from best source
    • Use Price Contracts
    • Follow PCARD Procedures
    • PCARD Reconciliation
    • Reminder, do not use NKU PCARD to pay for NKU registration fees, parking or theater tickets: Use a IB form.
    • Do not use the PCARD to pay for contract services
  • 2. SAP Requisitions
    • Obtain quotes
    • Check for vendor
    • Complete requisition in SAP
    • Requisitions review in Procurement Services
select a vendor
Select a Vendor
  • Is the Vendor registered with NKU?
    • Check in SAP for vendor number
    • Complete vendor form and submit to Betty Castle
    • Important information needed for setting up a vendor:
    • Federal Tax ID number/SSN/W-9 form
    • Type of Ownership
    • Business Classification
    • Department Head Signature and Contact Name for Dept.
    • Vendor’s Signature

Information needed for International Vendor

    • W-8 BEN & Vendor Setup Form

For more information vendor setup call Betty Castle X5267

payments to vendors
Payments to Vendors
  • If applicable, the department completes receiving in SAP.
  • ALL Invoices should be forwarded to Accounts Payable
  • Accounts Payable enters invoice for payment
  • Check is issued to the vendor
  • Vendor is paid for the product/service.
purchasing thresholds
Purchasing Thresholds
  • $0 - $1,000: Use PCARD for office supplies, memberships/dues, travel

Note: request for temporary increase

  • Under $5,000: Use Requisition, must provide at least one quote.
  • $5,000 – $10,000: Use Requisition must provide 3 price quotes.
  • $10,000+: Contact Procurement Services, before obtaining multiple quotes.
  • Purchases over $40,000: Required to issue formal solicitations.
estimates quotes
  • Obtain an Estimate/Quote
    • Itemized listing of items/services and their costs.
    • Tax should not be included.
    • Valid estimates/quotes are within 30 days.
    • Must be received via letter, email or fax.
insurance notice of loss
Insurance – Notice of Loss
  • Stolen Property, Vehicle Accident, Property Claim (Flood, Fire, Wind Damage…)
  • Notify police or emergency personal
  • Notify Procurement within 24hrs
  • Never state the cause of the incident, until allcircumstances have been completed
how to buy guide
How to Buy Guide
  • Published on the NKU Procurement Website:
  • Services:
    • Printing Services
    • Insurance Riders/Event Insurance
    • Vehicle Rental
    • Surplus Property
    • Laser Printer Maintenance
    • Office Supplies
    • Computers
    • Furniture
    • Promotional Items
    • Hotel Accommodations
  • Great Resource for Departments
  • Provides in depth description of NKU contracts and services
  • Will be updated annually with new contracts and services
psc when to use personal services contracts
PSC –When to use Personal Services Contracts
  • A PSC should be used when you are purchasing any kind of professional services (ie: consultants, legal, CPA, architects, engineers, grant writers, etc).
  • A Speaker/Entertainment Contract should be used for speakers, entertainers, trainers, workshop presenters, or meeting facilitators.
  • There are many statutory requirements for PSC’s. Contact Procurement Services before you have any vendor begin work. Contact is Sharon Koenig x6605.
  • Additional information and forms are available on the Personal Services Contract page of our website at
department responsibilities
Department Responsibilities
  • Resave “held” requisitions to take off hold.
  • Complete receiving in SAP for all items received.
  • Enter GR’s as soon as items are received so vendors get paid on time.
  • Forward Original Invoices to the Accounts Payable department.
  • Review PO’s monthly/notify Purchasing of PO’s that need to closed.
sap tips for success
SAP-Tips for Success
  • DO NOT make changes to requisitions after a PO# has been assigned. Contact Purchasing.
  • ALWAYS enter quote #’s in header text and attach quotes. Include drawings for furniture.
  • Are you making a payment or placing an order? Use header text to COMMUNICATE.
  • Use TCode ZME2K to run a list of open PO’s that need GR’s or invoices.
  • Don’t confuse invoices with quotes. A/P cannot pay from quotes.
when making a purchase best practices guidelines
When making a Purchase -Best Practices Guidelines
  • Planning – think about what is needed.
  • Specifications – What do we really need, what can we do without.
  • Do we need prior/VP approval for the purchase.
  • Get quotes.
  • Do we have a contract on file for this vendor?
  • Buy from local vendors/invest in our communities.
  • Is the purchase a conflict of interest?
  • Is the purchase a good use of our state monetary funding?
  • Is a PSC contract needed for this service?
  • Follow the discretionary spending policy listed on Procurement’s website.
  • Reminder: The only people authorized to sign a contract on behalf of NKU is the President, VP, or Procurement. If you sign a contract you could be held personally liable to the terms of the contract.
  • Whenever in doubt about a purchase ASK Procurement Services.
question answers
Question & Answers
  • Thank you for attending Basic Purchasing 101
  • Please take the time to fill out the

Training Survey