14.04 / Externally Sponsored Research Programs
Procurement for externally sponsored research programs must comply with the
following: University policies; state or federal laws and regulations; and
requirements of the funding source. All procurement for externally sponsored
research programs will be processed through the Office of Purchasing.
Federal procurement standards1 and any special
constraints imposed by the sponsoring agency must be observed. Expenditures
require funding approval from the Office of Research and Technology Transfer
(RTT) and all applicable research budgets and purchasing requisitions shall
be routed through RTT prior to forwarding to the Office of Purchasing.
The Office of Purchasing will prepare the appropriate bid documents to be
used, unless otherwise agreed by the Office of Purchasing and RTT. The
principal investigator and the contract specialist in RTT will develop the
subcontract in cooperation with the Office of Purchasing. Upon approval by
the principal investigator, the contract specialist or the Office of
Purchasing will obtain the signatures of the subcontractor and the
authorized signatory for the University. Work shall begin only after
completion of a signed contract.
Sole authority for issuing a change order and/or a change in the
statement of work to the subcontractor belongs to the Director of
Purchasing who will consult with RTT as necessary. The principal
investigator shall receive reports and monitor progress of the
subcontractor. Any requirement or request to redirect the subcontractor
must be submitted to the Director of Purchasing for appropriate action.
Request for payment to subcontractors must be approved by the principal
investigator and RTT. Approval by the principal investigator attests that
the subcontractor has met all scheduled requirements under the contract in
a manner that represents satisfactory technical/services/production
criteria of the contract. Approval by RTT attests the monetary value is
within the contract budget. Any variations noted by the principal
investigator or RTT will cause the Office of Purchasing to initiate action
with the subcontractor to resolve the concerns before payment is made. An
Invoice Control Document (with invoice attached) is then processed
through RTT and will then be forwarded to the Office of Purchasing for
Other Statutory Requirements:
There are several statutes and regulations which govern or are applicable
to this area of purchasing. The Office of Purchasing or the General
Counsel will be available to assist in ensuring that a purchase
requisition is in keeping with required guidelines when questions arise
beyond the scope of this manual. The following is a non-exhaustive list of
1 Federal procurement
standards must be followed where they are more restrictive than the State of
Kansas. These standards are contained in the Uniform Guidance 2 CFR 200.217
to 2 CFR 200.326. All goods and services must be eligible for payment from
grant funds according to guidelines from the sponsoring agency. These
guidelines for federal grants are found in the Uniform Guidance 2 CFR 200.
Contact RTT or the Office of Purchasing for more information in these areas
or for copies of the circular.
- Complete documentation is required to support payments for all
commodities and services.
- All contractual service agreements must be documented in accordance
with normal purchasing and contracting policies.
- For all computer and telecommunication acquisitions, assistance from
Information Technology Services is available for specifications.
- Printing services must be performed in accordance with Section
15.03 of this manual.
- Purchases of insurance is restricted by statute. Please contact the
Office of Purchasing or the General Counsel for specific requirements.
- Rent or lease of space must be approved by the Vice President for
Administration and Finance and the Secretary of Administration for the
State of Kansas.
- Observance of conflict of interest laws is required.
- Compliance with the Kansas Prompt Payment Act is required.
- See Section 3.35
of this manual regarding determination of independent contractor status.
March 29, 2016