Purchasing/AP Quick Reference Guide Revised 2/10/16
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1 /AP Quick Reference Guide Revised 2/10/16 In cases where the is allowed, it is the preferred method for payment. See Business Procedures Manual Section B Standard Accreditation Fees PRD if not authorized on the Ad Placement (one-time or shortterm placement of ads via print, radio/tv, billboard; includes employment advertising) must review and sign any written agreement. Use GL for all purchases except employment advertising. Use GL if advertising for employment purposes. Advertising Services (long-term placement of ads via print, radio/tv, billboard, etc.) must review and sign any written agreement. Contact for any purchase that may involve consulting, marketing, or branding services. Use GL for all purchases except employment advertising. Use GL if advertising for employment purposes. Agricultural Equipment, Supplies and Animals Alcoholic Beverages - BPM card may be used solely with UK Dining, Boone Center, or Spindletop Hall and must be invoiced separately from food purchases. Artwork Attorneys Refer to BPM B-4. All invoices must be reviewed by Office of Legal Counsel prior to creation of Personal Service Contract and related Cart /. Use GL for all legal fees and expenses except patentrelated purchases. Use GL for all patent-related purchases.
2 Auctioneer Refer to BPM B-4. Audio / Video Services Includes production of film, movie, web videos, etc. If performed by an individual, follow Independent Contractor process outlined at: If approved as IC, purchase via Cart / process. Awards - Employees Refer to BPM E-7-12 Awards - s Refer to BPM E-7-11 Blinds, draperies, other window coverings Books for departmental use, including reference books, workbooks and handbooks Academic textbooks should be purchased via the University Bookstore Building Supplies PPD areas must use Supply Centers Capital Equipment - all items over Capital Equipment - Computer Hardware Hospital areas use E-buy. All other departments and units use Cart for all items from Dell, MoreDirect, or CDW- G punch-out catalogs, or free text orders as applicable. Catering Services - Off Campus Must be on approved catering list Catering Services - UK Dining, Boone Center, or Spindletop Hall Alcohol purchases must be invoiced separately from food. Cellular Phones and Service Must be approved by Communication Services Chemicals
3 Clinics, Doctors/Hospital for services rendered to UK patients when UK is unable to provide service Standard Coffee and other refreshments for offices and official University functions Refer to BPM - B and E-7-10 Collection Services Copier rentals Applies only to copier rentals in place prior to January Copier rentals must be via requisition/ shopping cart. of excess copies can be via requisition/ shopping cart or procurement card. Ricoh-USA is the exclusive MPS provider for all digital impression equipment/ services as of January 2011 for the University. Consulting Services Refer to BPM B-4. Contest judges Copyrighted educational materials If signature required, must be on a Cart / Custom and Tariff Fees Dry Cleaning and Laundry Services Dues for Memberships Refer to BPM - B and E-7-10 Duplicating Services Use Ricoh on-campus Service Centers. Visit for more information.
4 Editing publications or articles Entertainment Includes actors, musicians, bands, disc jockeys, etc. Follow Independent Contractor process outlined at: Equipment Leases/Rental must review and sign any written agreement. Equipment, Repairs, and Service involving no signed contract or no maintenance agreement If signature required, must be on a Cart / Examination Fees Exhibit Space for Conventions, Conferences, Trade Shows/Meeting space/room If agreement required, must be on a Cart / Exhibit Fees If agreement required, must be on a Cart / Express Mail Services (i.e., FedEx, UPS, DHL) Flowers Refer to BPM - B and the Discretionary Expenditure Policy E-7-10 Floor Covering Removal and/or installation Freight and other shipping costs Furniture Refer to BPM E-12-1 University's Capitalization Policy Gasoline card purchases made with Voyager Fleet only Refer to BPM - B Gasoline (Bulk) for use in Physical Plant, Agriculture areas, etc.
5 Gifts, excluding promotional items Standard Refer to the Discretionary Expenditure Policy E Retirement gifts allowed on procurement card. Government Fees Graphic Design Any graphic design related to printing must be transacted the contract printers. Guests Expenses Meals cannot be charged to the. Independent Contractor - Must process Human Resources per BPM E Hazardous &/or Radioactive Materials Honoraria Interviewers Interpreters Kentucky Medical Services Foundation (KMSF) Approval required by Environmental Health & Safety Officer Must process Human Resources for payments greater than $2,000 excluding travel. If approved as IC, purchase via Cart / process. Laboratory Equipment, Supplies, Analyses, and Related Services All purchases from VWR International and Fisher Scientific (Exclusive items) are to be conducted the punch-out e-catalogs. Any purchases requested from Fisher Scientific, beyond items in their exclusive e-catalog, are to be via Free Text Cart. card cannot be used for either supplier. of specialized laboratory goods or services not available from the above suppliers (e.g., Qiagen, Bio-Rad, Carl Zeiss, etc.) can be conducted via procurement card or Free Text Cart, as applicable. must review and sign any miscellaneous written agreement.
6 Legal Services Refer to BPM B-4. All invoices must be reviewed by Office of Legal Counsel prior to creation of Personal Service Contract and related Cart /. Use GL for all legal fees and expenses except patentrelated purchases. Use GL for all patent-related purchases. Library Books, Periodicals, Pamphlets, Subscriptions - Electronic Only Mailing Lists Maintenance Contracts must review and sign any written agreement. Managed Print Services Ricoh-USA is exclusive provider. Applies to all equipment or services that involve digital impressions (copiers, scanners, faxes, printers, multi-function machines) on or after January Purchase items are via procurement card or requisition/ shopping cart. Monthly MPS charges are billed SAP. Meals - Except employee meals while in travel status Medical services rendered to patients, students, when UK Hospital is unable to provide the services Musical instruments, books, and printed music (non-digital) Office Decorations Refer to Discretionary Expenditure Policy E-7-10 Refer to BPM B-3-2-2
7 Office Supplies Hospital areas use. All other departments and units use Cart. Pagers and Paging Services Must be approved by Communication Services Patient Expenses for meals, lodging, etc. PRD if not authorized on the Personal Services Contracts Contract and Proof of Necessity Forms must be completed and approved prior to work taking place. Refer to BPM B-4 Photography Companies / Photos Photography performed by individuals Postal Charges, including stamps and electronic prepayment by meters Printing (Approved contractors only) Promotional Items Refer to BPM B-10-3 If approved as IC, purchase via Cart / process. Must use Fermata licensed vendors at: Use GL for all purchases. Proofreading publications or articles Publications, reprints, pages or articles from professional journals Recruitment Expenses PRD if not authorized on the
8 Referees Refreshments for Workshops (Not catered) Standard procurement card can be used at grocery stores. See E Refreshments for Department Use Refer to BPM B and the Discretionary Expenditure Policy E-7-10 Refunds - s and Patients Registration Fees Only - Conferences/Meetings/ Trainings Registration Fees - Conferences/Meetings/ Trainings with optional events Reimbursements to employees Refer to BPM E-7-5. 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 Cart/. Relocation Expenses Refer to BPM E-7-8 Rental of Equipment (Long Term) must review and sign any written agreement. Rental of Equipment (Short Term) if no written agreement is required. must review and sign any written agreement. Rental of Space Contact Real Property Office at Resale Items Research Subject s See last page of this document for additional information
9 Royalty payments Scholarships, Fellowship payments to UK s Must be approved by Financial Aid Office Service Calls - (See Equipment, Repairs and Service) Software may be used if no written agreement is involved. Speaker, visiting or Guest Lecturer Sports Day Camp Instructors Stipends and Grants to UK s Refer to BPM E-7-11 Storage, Temporary If written agreement is required, must be on a Cart / s payments/cash disbursements Refer to BPM E-7-11 and E May also use (BPM E-7-16) orientation and reception activity expenses Sub Awards Go OSPA Subscriptions to newspapers, magazines and journals for Official University purposes Theater Equipment and Supplies Training services performed by individuals
10 Transcription services provided by individuals Translators Transportation Services (Chartered Buses, Taxi, Aircraft, Watercraft, etc.) Services / Employee reimbursements Standard If approved as IC, purchase via Cart / process. If approved as IC, purchase via Cart / process. if no written agreement is required. Refer to BPM - E-5-1 thru E Guest Expenses - s Refer to BPM E-7-11 Uniforms Utility s Vendor may charge processing fee for acceptance of procurement card. Vehicle Maintenance & Repair Warehouse Memberships, Retail Retail memberships with Sam's Club. Use PRD for payment of membership fees. Use procurement card for actual purchase of goods. Contact for membership application specific to UK; membership forms are not available at store. Use GL Account for PRD membership application payment. Water for human consumption - bottled or cooler Refer to BPM - B and E-7-10 Writing publications or articles
11 Medical Supplies Patient-Related with Cost Centers (1058) and (1061) and (107) Standard
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