How Do I Buy?

Goods & Services

University Contracts that have already been bid and awarded by the Office of Procurement for services that are routinely needed for the University’s operation can also be utilized by any department. Departments may also utilize contracts that have been bid and awarded by DOAS (Statewide Contracts) for specific services. Orders placed using University Contracts and Statewide Contracts are not subject to dollar limits. The Office of Procurement can assist departments with determining whether University Contracts or Statewide Contracts are available resources for securing the service(s) needed. Please note that if a Contract is required by the Supplier in order to perform the service, then the Contracts Office must review and approve the proposed contract. If the desired service is being procured from a University Contract, a Board of Regents, or Statewide Contract, then additional review from the Contracts Office is not needed, unless customizations and/or modifications to the contracted service is required to successfully accomplish what is required for the University. A Contract Submission Form must be completed online prior to signing any contract.

NOTE: A Purchase Order is a contract, and a Terms and Conditions document is provided with each purchase order that is sent to a supplier. When suppliers accept a purchase order, they are in effect accepting the University’s offer to purchase services and goods under the terms and conditions outlined therein, unless a separate contract is negotiated and executed by both parties and incorporated as part of the purchase order contract.

It is important to involve the Office of Procurement early in the purchasing process to ensure that all requirements are addressed prior to the performance of services, as well as ensuring that the requesting department does not experience delay in delivery of the services needed.

Per the State Accounting Office (SAO) Statewide Purchase Order Policy, all purchases $2,500 or more require the use of a Purchase Order (PO). All purchases involving services totaling $2,500 or more requires a completed and notarized E-Verify Affidavit.

Generally, purchases up to $9,999.99 can be done by a college or department using the GeorgiaFIRST Marketplace or by submitting an ePro Special Request to obtain a purchase order for the item(s) needed.

Purchases for $10,000 up to $24,999.99 must be procured by securing competitive quotes from at least three (3) suppliers. Once you have the three quotes, submit an ePro Special Request so that the Office of Procurement can create a Purchase Order prior to ordering the good(s) from the selected supplier.

Purchases over $25,000 must be competitively bid if the purchases are non-exempt and do not already fall under an existing University (Agency) or Statewide Contract.

Goods or services may also be ordered utilizing University contracts that may have already been bid and awarded by the Office of Procurement for that particular category of items needed.

You may also use contracts that have been bid and awarded by Department of Administrative Services (DOAS) Statewide Contracts, many of which are listed on the GeorgiaFIRST Marketplace. A complete list of State contracts can be found on the Team Georgia Marketplace. Please note that the User Name and Password are both “tgmguest" (all lowercase and without quotes).

Orders placed using University and Statewide contracts are not subject to any of the dollar limits mentioned above. Please contact service.kennesaw.edu/ofs or call 470-578-6214 if you would like further guidance on using University or State contracts.
Ink Cartridges & Office Supplies

Office supplies can be purchased from Staples through the GeorgiaFIRST Marketplace located in PeopleSoft. Department ePro Requesters can access the catalog via the eProcurement menu option in PeopleSoft.

To purchase ink cartridges from Staples, or other items that are listed as "Restricted" on the GA First Marketplace, please reach out to our Staples representative listed below either through the email address or phone number provided:

Live chat on staplesadvantage.com
Email: [email protected]
Call: 877-826-7755
Monday-Friday 8am – 8pm ET

The Staples representative will supply a quote for the items that you may either order via P-Card (if allowable) or through a Special Request Requisition.
Miscellaneous Items

Food

A Food Documentation Form must be completed, signed and submitted with all food purchases by the business manager or another authorized individual in your department. The authorized approver in your department/college is required to sign the KSU Guidelines for Food Purchases on an annual basis.

Additional approval is requested for all employee group meals from service.kennesaw.edu/ofs prior to the date of the event to obtain authorization from the President.

All purchases paid with an agency fund or grant must have a written approval from the respective office prior to the food purchase.

Furniture
Furniture purchases can only be made from Statewide Convenience Contracts managed by the Department of Administrative Services (DOAS). For guidance in using the services of a manufacturer’s representative, please contact the Division of Facilities Services via email ( [email protected]) or by phone (470-578-6224).
Lab Supplies

Follow the procedures for purchasing “Goods.” There are with suppliers such as Fisher Scientific, VWR, and Carolina, which can be accessed through the GeorgiaFIRST Marketplace in the form of punch-out catalogs.

Please note that purchases involving toxic or radioactive materials must start with notification and approval from the KSU’s Environmental Health and Safety Department.

Certain laboratory supplies are exempt from procurement regulations. The Department of Administrative Services (DOAS) provides a list of exempt items. However, departments should contact the Office of Procurement to ensure that the desired purchase meets the intent of the exemption.

KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services. The UGA Print Shop handles bulk mailing and is a resource for banners and some signs.

Departments may contact the UGA Print Shop directly to discuss needs and obtain a quote. Contact information for UGA’s University Printing is located at http://www.printing.uga.edu/contactus.html.

To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to [email protected] prior to placing an order and/or making a purchasing.

General Information, Quotes and Questions please contact Laura Cropp, Printing Estimator, at:
T: 706.542.3861
F: 706.542.7200
E: [email protected]

More complex questions and/or guidance may require contacting:
Jeff Allen, UGA Print Shop Assistant Manager
T: 706.542-7195
E: [email protected]

For quotes and additional support in utilizing the UGA Print Shop, you may contact:

Debi Huckaby, Sales and Marketing Representative
T: 706.542.3198
E: [email protected]

Printing & Promotional Services

Printing Services vs. Promotional Services Overview
The Printing Services vs. Promotional Services Overview Guide provides an overview of the differences between promotional services and printing services. This guide also includes situations in which you may go off-contract to purchase printing or promotional items and what types of approvals are required for the type of purchase needed.

Advertising

Most forms of advertising are exempt from DOAS purchasing requirements for competitive bidding, and departments may follow “How do I Buy Services” guidelines. In addition, printed materials that incorporate University logos, service marks, or other University-related design elements must comply with KSU’s Visual Identity Program. To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to [email protected] prior to placing an order and/or making a purchase.

Advertising is a service; therefore, E-verify compliance is required. Additional E-Verify FAQs are located on Procurement’s E-Verify FAQs webpage.
Business Cards/Letterhead/Stationery

Stationary may be purchased through our University contract with More Business Solutions. This is the only type of purchase that uses the University’s name or logo that does not require Design Approval.

There are two ways to order business cards and stationery for your department. The first, and easiest way, is to use a Purchasing Card (P-Card). The second way, if your department does not have a P-Card, is to use a Purchase Order.

The More Business Solutions ordering portal, along with the Stationery Quick Start Guide and current pricing documentation, can be found under the "Documents and Links Referenced in This Section" towards the top of this page.

Ordering Stationery Using a P-Card
To place an order using a P-Card, navigate to the More Business Solutions ordering portal. If you need to create an account, you can find the guide below. You will then create your order using the templates found on the portal, using the information for each person or department that you are ordering for. At the checkout screen, you will choose Credit Card and enter your P-Card information to complete the order.
Ordering Stationery Using a Purchase Order (PO)

You will need to create a Special Request requisition in order to be processed to a Purchase Order, which will then be used during the checkout portion in Step 2. When entering the Supplier ID, please use the following: 0000018027. Once a Purchase Order has been created from the requisition, continue to Step 2 to place your order.

Please note: the Office of Procurement does not order the stationery for your Department, but rather provides you with a Purchase Order number for you to place your order via the ordering portal.

After receiving the Purchase Order number, please proceed to the More Business Solutions ordering portal. At checkout, you will use the Purchase Order number in lieu of credit card number.
Printing Services
Generally, guidelines and procedures for other services apply to securing Printing Services. Please review the distinctions below.
Statewide Convenience Contracts
There are also resources made available by DOAS for obtaining printing Services through Statewide Convenience Contracts with:

RR Donnelly (Offset Printing Services, SWC 99999-SPD-SPD0000096-0001)

More Business Solutions (Rapid Copy & Digital Printing Services, SWC 99999-SPD-SPD0000108-0001)

Georgia Correctional Industries (GCI) (SWC GCI-INTRGOVT)

When using these resources, purchasing limits do not apply and competitive bidding is not required.

To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to [email protected] prior to placing an order and/or making a purchasing.

Sales contact information for More Business Solutions is:

Eleanor Roath, Associate Vice President
5875 Peachtree Industrial Blvd., Suite 260, Peachtree Corners, GA 30092
T: 770.565.7772
E: [email protected]

Sales contact information for RR Donnelly is:

Omar Kinnebrew, Assistant Regional Sales Manager
1117 Perimeter Center West, Ste. N201, Atlanta, GA 30338
T: 770.352.8472
C: 404.822.3188
F: 440.352.8404
E: [email protected]
Talon Express - KSU Copy-Print Services

Talon Express is a mail center, print shop and retail outlet that offers a variety of services to students, faculty and staff including mail pick-up, full-service printing, copying, and shipping via USPS or UPS. It is located on the second level of the Carmichael Student Center, directly across from the Bursar’s Office.

To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to [email protected] prior to placing an order and/or making a purchasing.

Talon Express
http://talonexpress.kennesaw.edu/

Contact: [email protected]

UGA Print Shop

KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services. The UGA Print Shop handles bulk mailing and is a resource for banners and some signs.

Departments may contact the UGA Print Shop directly to discuss needs and obtain a quote. Contact information for UGA’s University Printing is located at http://www.printing.uga.edu/contactus.html.

To have the design/artwork pre-approved through the Office of Strategic Communications and Marketing, email requests to [email protected] prior to placing an order and/or making a purchasing.

General Information, Quotes and Questions please contact Laura Cropp, Printing Estimator, at:
T: 706.542.3861
F: 706.542.7200
E: [email protected]

More complex questions and/or guidance may require contacting:
Jeff Allen, UGA Print Shop Assistant Manager
T: 706.542-7195
E: [email protected]

For quotes and additional support in utilizing the UGA Print Shop, you may contact:

Debi Huckaby, Sales and Marketing Representative
T: 706.542.3198
E: [email protected]

Professional Services

Hiring a Consultant/Independent Contractor

Hiring Consultants/Independent Contractors follow similar requirements as outlined in “How do I Buy Services.” In addition, Human Resources approval is required to determine whether the individual is a current or past employee of the University System of Georgia, and if that’s the case, whether you can proceed with the hiring.

The Office of Legal Affairs should be contacted for assistance with contract development for the consultant/independent contractor that you need to hire only if modifications need to be made to the Independent Contractor Agreement template.

Employee vs. Independent Contractor

Federal and state tax and labor laws require Kennesaw State University (KSU) to ensure that individuals who provide services are properly classified as an employee or an independent contractor. Proper classification of an individual will determine Kennesaw State University’s tax withholding and reporting obligations.

To assist in proper classification, please use the Independent Contractor vs. Employee Checklist.

Individuals who perform services for KSU are presumed to be employees unless the relationship, supported by documentation, satisfies the Internal Revenue Service (IRS) and state law standards for an independent contractor status. Individuals who receive a Form W-2 from KSU should be paid as an employee for all services provided and typically should not also receive a Form 1099 from KSU.

KSU’s Office of Procurement works collaboratively with the Office of Compliance, Division of Legal Affairs, and Department of Human Resources to determine the classification categories of payments to individuals.

Please see the University's Consulting Services Policy for more information.

Classification of an Employee
An employee is a person hired through Kennesaw State University’s Department of Human Resources and paid via Payroll. KSU controls and directs this person's activities, both in terms of what must be done and how it must be done. An employee may be classified as a permanent full-time employee, part-time employee or as a temporary employee. Generally, employees will always be paid through the payroll system even if the duties they perform are unrelated to their primary role.

Some Examples of Characteristics of an Employee
- Performs duties dictated or controlled by others
- Is given training for work to be done
- Teaches a course from which students may receive academic credit
- Performs trade type duties, e.g., clerical, janitorial, grounds keeping services, lab technicians.
Please note that when KSU engages a temporary agency to provide trade type services, the agency, and not the individual, will be considered an independent contractor.
Classification of an Independent Contractor
An independent contractor (also referred to as contractor, consultant, freelancer, etc.) may be an individual or sole proprietor that renders services to the general public. An independent contractor is responsible for the means and methods for completing a task based on specifications in a contract with KSU. An independent contractor generally has multiple clients, maintains a separate workplace, is not supervised or controlled by a KSU employee, and does not receive KSU benefits.

Examples of characteristics of an independent contractor:
- Operates under a business name
- May have his/her own employees
- Maintains a separate business bank account
- Advertises his/her business services
- Invoices for work completed
- Has own tools and sets own hours
- Keeps business records
Classification of Non-US Tax Resident Individuals

Individuals who are not U.S. citizens or permanent legal residents (green card holders) may be subject to a variety of restrictions on employment or independent contractor services. All non-employee service providers who perform a service on U.S. soil must initiate a GLACIER tax compliance record, including a review of immigration documentation, prior to initiation of a requisition, an invitation, a service agreement, or verbal commitment to make payment. Please contact [email protected] or submit a ServiceNow request via service.kennesaw.edu/ofs for additional guidance.
Kennesaw State University Policies and Procedures
- Consulting Services Policy
- SSN/ITIN Procedures
What is the Consequence of Misclassification?
Misclassification of an individual as an independent contractor may have a number of costly legal and financial consequences for the University. Consequently, it is essential that proper characterization of an individual be determined before any agreements, contracts (oral or written) or payments are made. The fundamental difference between an employee and independent contractor from a tax point of view is that an employer withholds employment taxes, and pays FICA taxes on its employees.

If an independent contractor is discovered to meet the legal definition of an employee, the University may be liable for:
- Wages that should have been paid to them under the Fair Labor Standards Act, including overtime and minimum wage
- Back taxes and penalties for federal and state income taxes, Social Security, Medicare and unemployment
- Any misclassified injured employee's workers' compensation benefits
- Employee benefits, including holiday pay, health insurance, retirement, etc.

Other Services

Hiring a Caterer

Campus catering is managed in-house by Dining Services in the Office of Auxiliary Services and Programs. Any exceptions to using campus catering must be approved by Dining Services.
To begin planning your event, please complete the Catering Request form, email [email protected], or call 470-578-7677.
Hiring a Doctor, Lawyer or Other Professional

Licensed professions are exempt from the State’s competitive bidding requirements. Licensed professions include architects; counselors/social workers; surveyors; nurses; real estate appraisers; engineers; accountants (CPA’s); attorneys.
E-verify Affidavits are not required for service contracts entered into with licensed professional contractors/sub-contractors. However, contract requirements as outlined in “How do I Buy Services” do apply. Contact the Office of Procurement for additional guidance for procuring services in this area.
Hiring a Lecturer

Speakers and lecturers are exempt from State purchasing guidelines for competitive bidding (Exempt NIGP Code 91838). HR approval is required and E-verify compliance (Affidavit or Driver’s License) applies if service provided is equal to or greater than $2,500.00.

The Lecturer Agreement form and additional travel expense rider, if needed, can be found on the Contract Management System by clicking on "View My Templates" on the bottom left side of the homepage.

A list of FAQs regarding travel for Lecturers and Performers can be found on Travel's website.

Hiring a Skilled Practitioner
Licensed professions are exempt from the State’s competitive bidding requirements. Licensed professions include, but are not limited to:
- Accountants & CPA’s (Exempt Code 946);
- Architects (Exempt Codes 906 & 907);
- Attorneys (Exempt Code 918);
- Counselors (Exempt Code 952);
- Engineers (Exempt Code 925);
- Nurses (Exempt Code 948);
- Real estate appraisers (Exempt Code 946);
- Surveyors (Exempt Code 925)
E-verify Affidavits are not required for service contracts entered into with licensed professional contractors/sub-contractors. However, contract requirements as outlined in “How do I Buy Services” do apply.
Hiring a Temp

Departments should contact Human Resources before attempting to hire a temporary employee. HR approval is required to determine whether the individual is a current or past employee of the University System of Georgia; and if that is the case, whether you can proceed with the hiring. After consultation with HR, you may post a requisition for a temporary position through OneUSG or use one of the statewide contracts for non-licensed professions or support staff.

If you would like to hire a temporary person directly, meaning they will be on payroll, please contact Human Resources.

What if my purchase order is not enough to cover the original request? Submit an ePro Special Request to add additional funds to the existing purchase order.

Can a temporary employee supervise permanent full-time staff? Please contact Human Resources.

If KSU is closed for a paid holiday, do I still pay my temporary employee? No, temporary personnel only get paid for the hours they actually work. You will need to verify and approve the temporary employee's time.

What if the temporary employee is not working out for our department and we no longer want that person? Call the temporary agency and let them know the situation. You can either have that temporary employee replaced with another temporary employee from that agency or try one of the other temporary agencies from the mandatory statewide contract.

What if we really like the temporary employee and want to hire them as permanent staff? Each temporary agency has schedules and sliding scale payment ranges for placement fees. First, ensure your department has the budget for the position. Second, check with Human Resources to see if the Critical Hire status is still in effect and what needs to be done for the next steps. Third, contact the temporary agency for any potential buyout requirements, and if required, obtain a quote, in order to permanently hire the temporary employee.

Purchasing Copy and Print Services

Required Design Approvals for Print Orders
Merchandise or printed materials that incorporate University logos, service marks, or other University-related design elements must have the design/artwork pre-approved through the Office of Strategic Communications and Marketing. To obtain this approval, email your ideas, base design/artwork, or completed design/artwork to [email protected]. After review, the Office of Strategic Communications and Marketing will reply to the requesting department, indicating that:
- The design is approved for use;
- The design is approved with modifications; or
- The design is not approved.
The UPS Store at KSU Copy-Print Services
The UPS Store at the KSU Copy-Print Services is a full-service copying and printing store. It is located on the second level of the Carmichael Student Center, directly across from the Bursar’s Office. It offers specialty services such as:
- Poster, sign, and banner printing
- Black and White or Color printing
- Spot color
- Document finishing services
Visit the KSU Copy-Print Services and The UPS Store websites for detailed and comprehensive descriptions of services and solutions that are available to KSU’s student body, faculty, and staff.

KSU Copy-Print Service
http://copyprint.kennesaw.edu

The UPS Store
http://copyprint.kennesaw.edu/the_ups_store.php
Statewide Printing & Related Services Contract
There is a Statewide “Convenience” Contract for “Offset Printing and Related Services” (SWC 99999-SPD-SPD0000096-0001) with RR Donnelley. Print services supported under this contract include, but are not limited to:
- Pre-Press
- Flat Printing
- NCR Forms
- Commercial Print
- Report-Booklet
- Snap-out Forms
- Continuous Forms
NOTE: “Printing and Related Services” is NO LONGER AN EXEMPT COMMODITY.

If the total anticipated value of a purchase is equal to or greater than $10,000, then KSU’s Competitive Solicitation Policy applies.

RR Donnelley Sales Rep Information

Omar Kinnebrew, Assistant Regional Sales Manager, RR Donnelley
1117 Perimeter Center West, Ste. N201, Atlanta, GA 30338
T: 770.352.8472
C: 404.822.3188
F: 440.352.8404
E: [email protected]

University of Georgia (UGA) Print Shop
KSU departments may also continue to use the UGA Print Shop to provide expanded printing/copying services. The UGA Print Shop also handles bulk-mailing. UGA’s Print Shop is also a resource for banners and some signs.

UGA Print Shop cannot accept KSU P-Cards for payment, therefore, an ePro requisition must be created, or another acceptable method may be used.
- Purchases from the UGA print shop are exempt from the State Purchasing Act due to the exemption for goods or services provided through Intergovernmental or Inter-Agency agreements. (Note that P-Cards may not be used for Intergovernmental or Inter-Agency agreement purchases.)
Departments may contact the UGA Print Shop directly to discuss needs and obtain a quote. Contact information for UGA’s University Printing is located at https://tate.uga.edu/print-and-copy/.

General Information, Quotes and Questions please contact Laura Cropp, Printing Estimator, at:
T: 706.542.3861
F: 706.542.7200
E: [email protected]

More complex questions and/or guidance may require contacting:
Jeff Allen, UGA Print Shop Assistant Manager
T: 706.542-7195
E: [email protected]

For quotes and additional support in utilizing the UGA Print Shop you may contact:
Debi Huckaby, Sales and Marketing Representative
T: 706.542.3198
E: [email protected]
Georgia Correctional Industries (GCI)

For permanent, outdoor signage, Georgia Correctional Industries is a viable source, according to DOAS. Also, a competitive solicitation is not required when purchasing from this state entity. Visit GCI for more information.

eProcurement (ePro)

Please view our job aid page for more instructions on creating, approving, and maintaining requisitions (errors, issues, and more).

Accounting Date Error - Please contact your Buyer Partner or submit a ServiceNow request via service.kennesaw.edu/ofs to update the accounting date of the requisition you are trying to edit.
Budget/Project Manager Setup Changes - Contact [email protected] for changes to budget owners and project managers.
Business Manager Setup Changes - Contact [email protected] for changes to business managers.
Can't Log In - If you are an approver and can no longer log in, you likely did not resubmit for PeopleSoft Access. This is done annually, please fill out the access form to gain access again.
Clearing Browser Cache - Browser errors can often be cleared by clearing out the cache.
Do I Need E-Verify? - Per the State Accounting Office (SAO) Statewide Purchase Orders Policy, all purchases $2,500 or more must be procured using a Purchase Order (PO). For purchases involving services $2,500 or more, an E-Verify Affidavit is required. For more information regarding E-Verify, please see the E-Verify FAQ page.
Requisition Status - Instructions on how to look up the status of your requisition/purchase order.

Exempt Commodities

Exempt commodities or services do not require competitive bidding. However, it is expected that State employees will exercise due diligence in expending State funds by seeking fair and reasonable prices for all purchases. This may at times mean obtaining quotes from vendors for comparative purposes to ensure excellent quality and fair pricing.

The State Exempt list is specific and lists exemptions in terms of commodity codes or NIGP codes. (NIGP is the National Institute of Government Purchasing). Only the items (and codes) listed are exempt. Related or similar items are not exempt if they are not listed.

If you have any questions or are unsure as to whether a commodity or service is exempt, please send an e-mail to service.kennesaw.edu/ofs for assistance.

Furniture

Close coordination with and prior approval of Facilities Planning and Design Services is required when ordering new furniture, surplusing old furniture, moving furniture and ordering any office renovations. The Georgia Department of Administrative Services (DOAS) maintains several statewide contracts with many furniture vendors. KSU is required to utilize these contracts when ordering new furniture.

Whenever you have additional questions and require assistance with purchasing, contact the Office of Procurement at:

T: 470.578.6214
E: service.kennesaw.edu/ofs

Invoice Payment

For all invoices associated with a Purchase Order (PO), please receive against the PO as required and submit the invoice, the PO, and receipt number to [email protected] for payment by the Accounts Payable team. The funds will be deducted from the budget, and the encumbrance from the PO will remain.

For any invoices that do not have a PO associated with them, please submit a Payment Request if the purchase is not allowable on P-Card. A PO cannot be issued after the purchase has been made as this is an after-the-fact purchase.

Payment Request

For Payment Request inquiries and questions, please visit the Accounts Payable section of the Fiscal Services site.

Stationery FAQs

There are two ways to order business cards and stationery for your department. The first, and easiest way, is to use a Purchasing Card (P-Card). The second way, if your department does not have a P-Card, is to use a Purchase Order. Please note: whichever way you order stationery through More Business Solutions, you will not need Design Approval. This is the only type of purchase that uses the University’s name or logo that does not require Design Approval.

Ordering Stationery Using a P-Card
To place an order using a P-Card, navigate to the More Business Solutions ordering portal. If you need to create an account, you can find the guide below. You will then create your order using the templates found on the portal, using the information for each person or department you are ordering for. At the checkout screen, you will choose Credit Card and enter your P-Card information to complete the order.

Links to the Stationery Portal and the Quick Start Guide are below:
Ordering Stationery Using a Purchase Order
You will need to create a Special Request requisition in order to be processed to a Purchase Order, which will then be used during the checkout portion in Step 2. When entering the Supplier ID, please use the following: 0000003397. This will be for “Moore Partners, Inc.”, which is the correct Supplier name. Once the requisition has been turned to a Purchase Order, continue to Step 2 to place your order.

Note: Until the PO has been issued, the items you are purchasing through the stationery portal will not ship. You must complete the order through the Stationery Portal to have your items delivered.

After receiving the Purchase Order number, please proceed to the More Business Solutions ordering portal. At checkout, you will use the Purchase Order number in lieu of credit card number. Job Aids and links are found below:

Technology Purchases

University Information Technology Services (UITS) is the starting point to obtain required advance approvals and specifications for technology purchases, including:

Printers, Cellphones, PDAs, Storage devices, Monitors, Scanners, Keyboards, Mouse, PC Speakers, and Remote presenter tools
iPad Purchases
Applications (Desktop and Network), Off-site Hosting, and Software development
Audio-visual rentals, purchases, portable projectors, wireless microphones, audio-visual systems including (but not limited to) those that use I.R. (infrared) or R.F. (radio frequency)

On the UITS Technology Purchases website, click on the "Computers, Servers and Peripherals" link, complete the form and click "Submit" to obtain advance approval for technology purchases.

UITS will contact the requester if additional information is needed. When UITS has a thorough understanding of the required equipment, they provide specifications and a price. The requester will then use the information provided by UITS to create a requisition using the eProcurement system.

Words and Terms to Know When Purchasing a Good or Service

Convenience Statewide Contracts
State entities may, but are not required to, use a convenience statewide contract. They offer several benefits in terms of saving time and ensuring compliance with procurement rules, as pricing and contract terms have already been finalized, and are not limited by dollar amount.

Mandatory Statewide Contracts
State entities are required to use mandatory statewide contracts, unless a written waiver is granted by the State Purchasing Division (SPD). Similar to Convenience Statewide Contracts, Mandatory Statewide Contracts are not limited by dollar amount.

Exempt Purchases
Exempt Purchases are either exempt from the State Purchasing Act or represent goods for which SPD has waived the competitive bidding requirements. The fact that a purchase may be exempt is not a representation that the purchase may not need to be competitively bid.

Marketplace Catalog
This is a list of items that have been competitively bid by the State and are contractually sourced. These items appear on the GeorgiaFIRST Marketplace in ePro and are not limited by dollar amount.

Punch-Out Supplier
These are Suppliers on the GeorgiaFIRST Marketplace that allow the Requester to search and select products from that supplier’s web catalog (i.e., Dell’s Government Catalog) by navigating directly to the Punch-Out Supplier's website. The Requester then returns the items to the GeorgiaFIRST Marketplace shopping cart. Punch-Out catalogs still maintain items and pricing specific to the University System of Georgia.

Frequently Asked Questions

FAQs for Contracts, Purchasing, and ePro

Contracts