Purchasing Division

Central Purchasing
Contact Information

322 Peterson Service Bldg.
411 S Limestone
Lexington, KY 40506-0005

Phone: 859 257-9100
Fax: 859-257-1951

Welcome to the Purchasing Division

The mission of the Purchasing Division (including Central Purchasing, Hospital Purchasing, and Capital Construction Procurement) is to provide service and support, in a legal and professional manner, to purchase quality goods and services at the best value to the University Community.

Purchasing News

Reminder: End of Year Transactions

Just a reminder that the Year-end Cutoff Memo is available on the Purchasing website and reflects various deadlines through July 1. With approach of June 30, it is imperative that once goods or services are delivered, departments create Goods Confirmations / Goods Receipts in accordance with Deadlines 3 and 4 in the memo if expenses are to be charged against current (old) fiscal year funding. In particular, please note Deadline 4 which relates to creation of Goods Confirmations/Goods Receipts on July 1 for goods and services received during the old fiscal year. A help card is available on the Purchasing website with instructions for Goods Confirmations/Goods Receipts created on July 1.

A more broad document is available on the University Financial Services (UFS) website that includes deadlines for all financial transactions for the University related to end-of-year.

In addition, please review open encumbrances on any purchase orders that may need closed prior to June 30. Requests to release encumbrances can be directed to the Contracting Officer responsible for the specific purchase or email: srmhelp@uky.edu.

Public Auction of University Surplus Property

A public auction of University Surplus Property is scheduled for July 23, 2019. This will be the final Surplus Warehouse auction in the Reynolds #1 Building on Scott Street.  After this auction, all future Surplus operations will take place at 1247 Versailles Rd, Lexington KY 40508 in the old Vaughan Warehouse. Please come and join us for our very last auction in the historic Reynolds building!

University of Kentucky Surplus Property Warehouse Auction
Date: Tuesday, July 23rd, 2019
Location: University of Kentucky
Reynold’s Warehouse #1, 349 Scott Street, Lexington, KY 40506

Registration opens at 7:00 AM, Bidding begins at 9 AM
Terms: Credit card only (Visa, MC, Discover and Amex).
NO cash or checks accepted.
For those with Tax Exemption, proof must be provided
on day of auction. 
Property must be removed by 3:00 PM, Friday, July 26th, 2019

FY 18-19 Year-End Purchasing Deadlines

The Year-End Purchasing Memo for FY 18-19 has been published and is available here. The memo contains deadlines and related information for processing of purchasing transactions throughout the remainder of the current fiscal year.

New Office Depot Account Representative

The University has a new account representative for the Office Depot contract. Effectively immediately, Jason Turner will service both the academic and healthcare accounts. Jason's contact information is below:

Primary Contact: Jason Turner
Major Account Manager, Public Sector | Office Depot
Tel: (502) 795-7811
Email: jason.turner@officedepot.com

Secondary Contact: Tom Handorf
Service Consultant, Public Sector | Office Depot
Tel: (513) 814-2175
Email: tom.handorf@officedepot.com

Additional Customer Service Representatives are available
as well:

Email:                 nationalemailorders@officedepot.com
Call toll-free:      888-260-8800

Update Regarding Uniform Guidance

Effective immediately, the dollar threshold for which UG requirements apply is increased from $5,000 to $10,000 per order value. The key effect from this change is that non-contract purchases subject to Uniform Guidance compliance (i.e., federal or state-funded WBS elements) will require competing quotes (3) or Single Source Justification (if applicable) when the overall order value is $10,000 or greater (the current threshold is $5,000). Please keep in mind that other requirements may continue to apply to WBS-based orders in the $5,000 to $10,000 range (e.g., capital GL account for equipment, etc.)

Updated training and reference materials can be found below. Inquiries regarding the above can be directed to: UKPurchasing@uky.edu.

Uniform Guidance Update January 2019
Uniform Guidance Revised Training PowerPoint

Purchasing has issued a newsletter for February with information on new contracts for promotional items, commodity reassignments, PaymentWorks updates, updated procurement forms, and other items. Previous newsletters continue to be available below:

June 2018
January 2018
July 2017
April 2017
January 2017
October 2016
July 2016
April 2016
January 2016

To enroll to the Purchasing listserv and receive procurement-related news and updates, send e-mail to LISTSERV@lsv.uky.edu with the following text in the message body. The subject line should be blank as well as the rest of the body of the email.

subscribe UKPURCHNEWS Yourfirstname Yourlastname

We would appreciate your input on the website; please e-mail comments to the purchasing webmaster.